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

Earliest Start Date:
Immediately

Position Duration:
Expected to Continue

Location:
AUSTIN, TX

Job Details:
Purpose
We are seeking a highly organized Administrative Associate to provide operational and executive support to the Office of the Informatics, Chief Medical Information Officer (CMIO) and Chief Data Officer (CDO). This role supports EHR and clinical informatics initiatives while serving as an administrator to senior clinical and data leadership.
The position blends project coordination, informatics governance support, and high-level executive operations, including calendar management, meeting coordination, and development of executive-ready materials. The ideal candidate is proactive, detail-oriented, and comfortable working across clinical, IT, and operational teams in a fast-paced healthcare environment.
The Senior Administrative Associate provides high-level, advanced, and complex administrative support for a department. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records, and is crucial for ensuring efficient office operations and supporting overall organizational goals.
Responsibilities
ESSENTIAL JOB FUNCTIONS

Track strategic priorities and ensure timely execution of action items.
Coordinate leadership meetings, retreats, and cross-departmental initiatives.
Draft communications, briefing documents, board materials, and strategy presentations.
Provide high-level executive support to the CMIO and CDO, including calendar management, meeting preparation, and follow-up on key action items.

Executive & Operational Support

Assist in developing executive-ready reports, dashboards, and presentations related to EHR performance, quality metrics, and physician engagement.
Support governance structures, including informatics councils, change control boards, and AI oversight committees.
Coordinate and manage EHR optimization and implementation projects in collaboration with IT, clinical, and operational leaders.

EHR & Clinical Informatics Support
CALENDAR MANAGEMENT AND SCHEDULING

Manages complex calendars to prioritize the work schedule and flow of work products, with fluid reprioritization that often requires both independent and collaborative decision-making.
Performs office administrative functions consistent with the assigned leader(s)’ function to meet critical deadlines by assessing and deploying personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
Works with other key administrative staff to facilitate efficient workflow.
Coordinates and schedules visitor travel and agendas; plans catering for lunch meetings and special events; manages contact lists and committee membership lists.

COMMUNICATION MANAGEMENT

Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
Handles incoming and outgoing communications, including emails and phone calls.
Prepares routine, well-written correspondence for distribution and drafts correspondence on behalf of assigned leader(s).
Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
Acts as liaison between the leader and other staff members.

MEETING AND PROJECT COORDINATION

Conducts necessary research and compiles data for decision-making.
Coordinates with various departments to support project execution.
Schedules, attends, and takes minutes for meetings as needed.
Works collaboratively with Dell Medical School departments, University offices, UT System, and other academic and private sector entities to support assigned projects and initiatives.

DOCUMENT MANAGEMENT

Maintains and organizes important documents and records.
Prepares reports, presentations, and other documents as needed.
Ensures confidentiality and security of sensitive information.
Manages assigned databases, entering data, coordinating approvals, and sending emails.

FINANCIAL SUPPORT

Processes travel, purchasing, and reimbursements.
Manages entries in databases and assists with the preparation and completion of the function’s annual budget.
Processes monthly account reconciliations and variance reports.
Assists in scheduling travel, maintains records, and processes reimbursements and related activities.

Marginal Or Periodic Functions

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 that contribute to the success of the organization; serves as a preceptor, mentor, and resource to less experienced staff.
Adheres to internal controls and reporting structures.
Performs related duties as required.

Knowledge / Skills / Abilities

Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.
Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.
Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications.
Demonstrated ability to take initiative, identify issues, and develop effective solutions.
Thrives in a dynamic environment, managing multiple priorities while supporting team operations.
Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.
Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.
Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

Required Qualifications

Requires a High School Diploma or GED with at least 5 years of experience in a supportive administrative or clerical function, including 2 years of experience at either the Administrative Assistant or Administrative Associate level.
Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Related experience in an academic healthcare setting.
Working knowledge of UT policies and procedures.
Advanced proficiency with Microsoft Office.
Demonstrated problem-solving experience managing complex calendars.

Salary Range
$50,000 + depending on qualifications
Working Conditions

Standard office environment
Repetitive use of a keyboard

Required Materials

Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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.
Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]

Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.