Senior Administrative Associate

University of Texas at Austin


Job Posting Title:

Senior Administrative Associate

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Hiring Department:

UHS and CMHC

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Description:

To provide administrative support for the Associate Director of Medical Services & Clinic Operations/Assistant Chief Medical Officer, Assistant Director for Nursing Services, Infection Prevention and Safety Coordinator, to manage the operations of the UHS Administrative Suite, and to support Quality and Risk Management initiatives.

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Job Details:

General Notes

Work schedule to be discussed during interview.
 

VPSA diversity language in all job postings : The Division of Student Affairs supports all members of the university community through our mission of developing programs and services that allow everyone to thrive and contribute to the dedicated excellence at the core of our institutional mission. We model diversity and inclusion by providing open, welcoming and inclusive environments in which to work, live and learn.
 

Responsibilities

  • Serves as Office Manager and coordinates Administrative Suite daily operations.
  • Provides administrative support for the Associate Director of Medical Services & Clinic Operations/Assistant Chief Medical Officer, the Assistant Director for Nursing Services, and the Infection Prevention & Safety Coordinator
  • Supervises Administrative Suite student assistants.
  • Serves as the Quality and Risk Management Assistant Coordinator
  • Oversees Power DMS (policy and procedure software)
  • Serves as Medical Withdrawals Coordinator.
  • Secondary support for planning, organizing, and coordinating meetings and events for UHS
  • Exhibits professionalism, teamwork, and exceptional customer service in all aspects of work.
  • Demonstrates regular and punctual attendance pattern.
  • Participates in other activities as appropriate and as assigned.

Required Qualifications

  • Bachelor/Master degree and three years of administrative support experience, or high school graduation/GED/Associate Degree and seven years of administrative support experience.
  • A combination of one year of experience as a clerical supervisor or performing complex administrative functions.
  • Proficient communication skills and professional demeanor.
  • Three years of experience with Microsoft Word, Excel, Outlook, and PowerPoint.
  • Demonstrated regular and punctual attendance patter, customer service-oriented behavior and excellent public relation skills.
  • Demonstrated ability to successfully work with a diverse community and provides services from a non-judgmental perspective.
  • Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

  • Administrative support experience in a healthcare environment.
  • More than the required years of experience.
  • Experience taking committee meeting minutes.

Salary Range

$41,666 per year + depending on qualifications

Working Conditions

  • May work around standard office conditions
  • May work around biohazards
  • Repetitive use of a keyboard at a workstation
  • Use of manual dexterity
  • Lifting and moving
  • Exposure to chemicals and commercial items typically found in offices, medical clinics, and building repairs/maintenance.

Work Shift

  • Monday-Friday, 8am-5pm

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 into 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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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) [PDF]
  • E-Verify Poster (Spanish) [PDF]
  • Right To Work Poster (English) [PDF]
  • Right To Work Poster (Spanish) [PDF]

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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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.

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