CALENDAR MANAGEMENT AND SCHEDULING Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require 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 the 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 easy workflow. Coordinates and schedules visitor travel and agendas; plan catering for lunch meetings and special events; manage 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 prepares 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, 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 date, coordinating approvals, and sending emails.FINANCIAL SUPPORT Processes travel and purchasing, reimbursements. Manages entries in databases and assists with the preparation and completion of the functions annual budget. Processes monthly account reconciliations and variance reports. Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.Other duties as identified by departmentMARGINAL 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 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.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.EDUCATION and EXPERIENCEMINIMUM QUALIFICATIONS:Requires aHigh School Diploma/GED in with at least 5 year(s) of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level. Relevant education and experience may be substituted as appropriatePREFERRED QUALIFICATIONS:in with at least year(s) of experience in 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.LICENSES, REGISTRATIONS OR CERTIFICATIONSREQUIRED: None.PREFERRED: None.Salary Range$49,768 + depending on qualificationsWORKING ENVIRONMENT/EQUIPMENT Standard office environment Repetitive use of a keyboardRequired MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interestImportantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
