Job Posting Title:
Administrative Associate, Facilities----
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:
The Administrative Associate plays a vital role in supporting the operational and administrative functions of departments across the healthcare system. The role is responsible for managing calendars, coordinating meetings, preparing reports, maintaining records, and facilitating internal communications. It serves as a key liaison between departments and external contacts, ensuring smooth day-to-day operations. This position typically reports to a department manager or supervisor and works closely with clinical leaders, physicians, advanced practice providers, and administrative teams.
We are looking for more than just experience-we want someone who is motivated, enthusiastic, and eager to grow. This role is ideal for an individual who brings energy, initiative, and a passion for learning. If you thrive in a dynamic environment and are excited to contribute to a mission-driven team, we encourage you to apply!
Provides Administrative Support
Manages calendars and schedules meetings for department leaders and other staff.
Screens and routes incoming calls and correspondence.
Prepares, edits, and formats documents, reports, and presentations.
Maintains organized filing systems and accurate records.
Orders and tracks office supplies and equipment.
Monitor and restock copier paper and breakroom supplies; coordinate service requests for office equipment.
Provide administrative support for leadership and facilities teams, including special assignments and document preparation.
Coordinates Departmental Operations
Assists with onboarding and orientation of new staff members.
Supports departmental projects and process improvement initiatives.
Tracks and processes invoices, reimbursements, and expense reports.
Maintains departmental databases and logs.
Ensures compliance with internal policies and procedures.
Assists Senior Mailroom Coordinator in managing mail and delivery operations, including processing U.S. and campus mail, receiving and logging bulk mail, FedEx, and UPS shipments, and maintaining accurate email notification lists for Dell Med faculty, staff, affiliates, and building occupants to ensure timely communication.
Assists with processing financial and administrative transactions for the Facilities team, including purchase orders, payment requests, official occasion requests, and ProCard reconciliations, in accordance with institutional policies and as directed.
Facilitates Communication
Drafts and distributes internal communications and announcements.
Coordinates logistics for meetings, trainings, and events.
Acts as a liaison between departments and external stakeholders.
Responds to routine inquiries and information requests.
Maintains confidentiality of sensitive and protected information.
Greet and direct visitors; validate parking and ensure professional front-desk experience.
Assist with scheduling and logistics for internal events, including catering arrangements, ensuring compliance with institutional guidelines.
Supports Data and Document Management
Collects and compiles data for internal and external reporting.
Assists with data entry, validation, and quality assurance.
Prepares charts, graphs, and visual summaries of data.
Maintains version control of documents and templates.
Archives records in accordance with retention policies.
Assists with Scheduling and Travel
Schedules appointments, meetings, and conference calls.
Coordinates travel arrangements and prepares itineraries.
Processes travel reimbursements and expense documentation.
Confirms logistics for off-site events and conferences.
Tracks attendance and participation in required trainings.
Participates in Continuous Improvement
Identifies opportunities to streamline administrative processes.
Participates in team huddles, feedback sessions, and improvement projects.
Assists with implementation of new tools, systems, or workflows.
Provides input on administrative procedures and best practices.
Supports training and development initiatives for staff.
Maintain knowledge of emergency protocols and provide administrative support for safety and evacuation drills.
High School Diploma/GED
At least 4 year(s) of experience in administrative or clerical experience in healthcare, academic, or business setting.
Relevant education or experience may be substituted as appropriate.
Associate's Degree in Business Administration, Healthcare Administration, or a related field.
At least 5 year(s) of experience in administrative experience in a healthcare environment
Certified Administrative Professional (CAP)
Completion of HIPAA training or certification
Bilingual in English and Spanish; ability to communicate effectively in both languages.
$41,000+ depending on qualifications
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 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.
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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.----
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.
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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:
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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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
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