The University of Texas at Austin · 1 month ago
Senior Administrative Associate
Austin, TX
Full-time
Onsite
Mid, Senior Level
$50K/yr - $50K/yr
5+ years expThe University of Texas at Austin is seeking a Senior Administrative Associate for Dell Medical School to provide executive support to the Chief Marketing and Communications Officer. The role involves managing administrative functions, coordinating travel, and ensuring the effectiveness of the Marketing and Communications department.
Corporate TrainingEducationHigher EducationUniversities
Responsibilities
Provide high-level executive support for the CMCO and Executive Director, including complex calendar management, meeting preparation, correspondence, and task prioritization
Coordinate travel arrangements, itineraries, reimbursements, and associated logistics for executives and departmental staff
Serve as a primary point of contact and liaison between executives and internal/external stakeholders, maintaining professionalism and discretion
Manage confidential information, correspondence and department records with accuracy and sensitivity
Support day-to-day operations of the Marketing and Communications department, including scheduling, office management, procurement, and tracking of departmental expenses
Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation
Monitor departmental workflows, deadlines and requests to ensure timely execution and smooth operations
Maintain and update departmental systems for document management, contact lists, and project tracking
Assist with special projects led by the CMCO and Executive Director, coordinating across units and ensuring follow-up on action items
Draft and edit correspondence, presentations and administrative documents as needed
Gather, organize and prepare background materials and data to support executive decision-making
Support internal communication within the department, including agendas, announcements and updates
Process purchasing, reimbursements and payment requests in compliance with UT policies and procedures
Reconcile department expenditures and assist with budget tracking, financial reports and account reconciliations
Monitor and manage department credit card usage and purchasing requests as needed
Assists with training on applicable UT processes as needed
Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; serves as preceptor, mentor and resource to less experienced staff
Adheres to internal controls and reporting structure
Performs related duties as required
Qualification
Required
High school diploma or GED
At least five years of progressively responsible administrative or clerical experience, including two years providing support at the administrative assistant or administrative associate level (or equivalent)
Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn new technologies and systems
Strong organizational and time-management skills, with proven ability to manage multiple tasks and priorities
Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders
Experience maintaining confidentiality and handling sensitive information with discretion
Relevant education and experience may be substituted as appropriate
Preferred
Bachelor's degree in business administration, communications, or a related field
Experience providing direct executive-level administrative support (e.g., managing complex calendars, coordinating travel, preparing reports, and handling correspondence)
Prior experience in an academic medical center, higher education, or health care setting
Familiarity with University of Texas administrative, financial and procurement systems (e.g., Define, UT Market, FRMS, PointPlus)
Demonstrated experience with budget tracking, purchasing and expense reconciliation
Proven ability to coordinate events, meetings and travel logistics in a professional environment
Advanced proficiency in Microsoft Excel and data management tools
Experience using customer relationship management (CRM) systems to organize, track and manage contacts or projects
Evidence of initiative, problem-solving and process improvement in an administrative role
Benefits
Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
Company
The University of Texas at Austin
The University of Texas at Austin is one of the largest public universities in the United States.
10001+ employees
H1B Sponsorship
The University of Texas at Austin has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (282)
2024 (210)
2023 (175)
2022 (186)
2021 (187)
2020 (190)
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Republic Capital Group
2022-09-14Series Unknown
Leadership Team
Will Whiting
Chief Development Officer
Recent News
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