Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate, Dean's Office, Dell Medical School in Austin, Texas
Provide administrative support needed to various leaders within the Office of the Dean, including legal and compliance. Manage complex calendars to prioritize the work schedule and flow of work products in the Office of the Dean with fluid reprioritizations that will often require both independent and collaborative decision-making.Perform executive office administrative functions to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution, ensure protocols are followed and deliverables are met. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.Prepare routine, well-written correspondence for distribution and prepare correspondence on behalf of senior management. Assist in the scheduling of travel, maintain record and process reimbursements, and all related activities.Provide assistance and back-up to other key staff as requested.Work collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities. Efficiently find and organize information internal and external to the University for decision-making and report purposes. Work with other key administrative staff to facilitate easy workflow for the office of the Dean. Coordinate and schedule visitor travel and agendas. Plan catering for lunch meetings and special events. Manage contact lists and committee membership lists.Schedule, attend, and take minutes for meetings. Manage Dell Med entries in the AAMC database. Assist with the annual budget. Process the monthly account reconciliation and variance report.Support the Associate Vice President for Legal Affairs, Senior Compliance Officer and staff as needed. Enter contracts into Total Contract Manager. Assist in shepherding contracts, obtaining signatures, sending emails. Process any travel, purchasing, reimbursements, and document formatting. Schedule meetings, send documents via Certified Mail, and assist with Open Records requests when asked. Serve as back up in GovQA, the system for tracking Open Records requests.Assist with DEFINE training (or training on any other known UT process). Welcome and help visitors to the Deans Office when there is no front desk coverage.Other related duties as assigned.