Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate, Department of Oncology, Dell Medical School in Austin, Texas
Manage calendars for faculty, often requiring independent decision-making. Schedule appointments and meetings; assemble appropriate reference materials for meetings, develop agendas and take notes. Reserve conference rooms, arrange online and in person meetings and handle all other necessary logistical details. Coordinate travel arrangements for assigned faculty and invited visitors.Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel lodging, and other necessary arrangements.Process travel reimbursements and other expenses, clearly tracking submission and receipt of funds in real time. Manage purchasing for the department. Utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly track submission and receipt of funds in real time to manage expenses. Follow university purchasing procedures, coordinate delivery of materials and ensure vendor payment. Serve as point of contact to process purchase requests, cash advances, reconciliations and payment requests. Track expenses and keep organized records. Enter and track agreement requests in TCM.Coordinate between faculty, staff and the department to manage student and volunteer appointments and submit documentation to HR. Coordinate student and volunteer onboarding, process tuition reduction benefits, maintain records and other needs. Coordinate UT Health Austin Visitor requests.Compose, type, edit and proofread correspondence, letters, memorandums, and other material from both hard copy and dictations. Prepare and distribute correspondence accordingly. Maintain academic files for faculty including abstracts, grants, manuscripts, curriculum vitae and reprints. Maintain and update yearly Curriculum Vitae, in appropriate institutional format.Assist with maintenance of credentials, licensures, CME, and all other activity required. Assist credentialing department with obtaining licensure documentation and credentialing. Support clinicians with documenting continuing education (CME) credits.Coordinate medium to large functions/events on and off of the University campus: securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes.Screen and prioritize incoming calls and take necessary action. Screen e-mail and respond where possible. Distribute mail, coordinate response and compose correspondence as requested.Assist with special projects and any other tasks as related business needs arise. Serve as back-up for other staff. Attend meetings, workshops or seminars as required.Other related duties as assigned.