Senior Administrative Associate

Job Posting Title: Senior Administrative Associate ---- Hiring Department: Dell Medical School ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes The Health Transformation Research Institute within the Office of Research at Dell Medical School is seeking a Senior Administrative Associate. Purpose The Senior Administrative Associate provides advanced administrative and operational support to the Health Transformation Research Institute (HTRI). This role supports research programs and initiatives while managing complex administrative functions that contribute to efficient operations and organizational success. Responsibilities Calendar Management and Scheduling Manage complex calendars to prioritize work schedules and workflow while adapting to changing priorities Perform office administrative functions to meet critical deadlines through effective coordination of personnel and resources Work collaboratively with administrative staff to facilitate efficient workflow Coordinate visitor travel, agendas, catering, contact lists, and committee membership lists Communication Management Gather, organize, and manage information to support decision-making and reporting Handle incoming and outgoing communications, including emails and phone calls Prepare routine correspondence and communications on behalf of assigned leaders Maintain correspondence logs, files, databases, and tracking systems Serve as a liaison between leadership and staff members Maintain familiarity with HTRI resources, opportunities, and activities to appropriately direct inquiries Support communications efforts that promote HTRI resources, activities, and accomplishments Meeting and Project Coordination Conduct research and compile data to support decision-making Coordinate with departments and stakeholders to support project execution Schedule meetings, attend meetings, and prepare meeting minutes as needed Collaborate with Dell Medical School departments, University offices, UT System, academic institutions, and private sector entities Administer HTRI programs, including pilot grant programs Document Management Maintain and organize important documents and records Prepare reports, presentations, and other materials as needed Ensure confidentiality and security of sensitive information Manage assigned databases, approvals, communications, and data entry activities Financial Support Process travel requests, purchasing activities, reimbursements, and related transactions Manage database entries and assist with budget preparation and completion Process monthly account reconciliations and variance reports Coordinate travel arrangements and reimbursement activities Route and approve vouchers, create and execute contracts, and support award payment processes Collect and compile spending information, reconciliations, and budget updates Support pilot grant programs, awards administration, invoices, contracts, and purchase orders Coordinate with Dell Medical School Finance and Office of Research financial leadership as needed Marginal or Periodic Functions Assist with training on applicable University processes Support professional development and continuing education activities Serve as a mentor and resource to less experienced staff Adhere to internal controls and reporting structure Perform related duties as assigned Knowledge, Skills, and Abilities Administrative Operations Skilled in using office tools, databases, and communication platforms to support administrative workflows Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint Experience with data entry and database management tools Communication Demonstrates excellent verbal and written communication skills Drafts clear, concise, and professional correspondence Listens actively and conveys information accurately Attention to Detail Reviews work carefully and follows up on details Identifies and corrects errors in documents and communications Maintains accuracy in records and reporting Problem Solving Demonstrates initiative in identifying issues and developing solutions Exercises sound judgment and decision-making skills Effectively manages competing priorities Organization and Time Management Maintains multiple projects, tasks, and deadlines simultaneously Organizes work efficiently and ensures timely completion of assignments Utilizes tools and processes to manage workload effectively Collaboration and Relationship Building Builds and maintains positive relationships with colleagues and stakeholders Collaborates effectively across departments and teams Demonstrates professionalism, empathy, and conflict-resolution skills Required Qualifications Bachelor’s degree and three years of clerical experience, including one year at either the Administrative Assistant or Administrative Associate level; OR High School Diploma or GED and seven years of experience in a supportive administrative or clerical function, including two years at either the Administrative Assistant or Administrative Associate level Demonstrated ability to manage complex calendars, support multiple stakeholders, and prioritize tasks effectively Proven ability to coordinate multiple projects and meet deadlines Strong written and verbal communication skills Proficiency in Microsoft Office Suite Ability to maintain confidentiality and consistently demonstrate a high level of professionalism One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required Relevant education and experience may be substituted as ap