Senior Administrative Associate, Pedi-Neurology, Dell Medical School Full-time Job

Job Posting Title:Senior Administrative Associate, Pedi-Neurology, Dell Medical School----Hiring Department:Department of Neurology----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Non-Exempt----Earliest Start Date:Immediately----Position Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job Details:PurposeThis position will provide high-level administrative and operational support to clinical faculty and staff in the Department of Neurology for the UT Health Austin Pediatric Neurosciences Program at Dell Children's with a focus on program recruitment activities. ResponsibilitiesCoordinate recruitment for program faculty and staff. Work closely with the interview panel to review applicants.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.Guide/escort candidates on days of visitsRequest & gather recruit feedback - collate for interview panel reviewAct as point of contact and liaison for faculty and physicians, patients, hospital departments, Medical School, administration and others.Screen and prioritize incoming calls, take necessary actionCompose, 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's and reprints.Maintain a calendar of educational, clinical, administrative, and research activities. Schedule activities as required. Arrange for appropriate materials to be present for conferences, lectures, etc. or for presentation at conferences, lectures, etc. This includes preparation of slides, videos, and PowerPoint displays.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.Screen Faculty mail and respond where possible. Coordinate response and compose correspondence as requested.Coordinate, manage and support faculty activities with national and international organizationsAssist with inpatient on call schedules, night call, clinic schedules and other clinical schedules as needed for providersSupport the coordination of faculty and staff recruitment with limited supervision by serving as primary or secondary contact, providing support for search and screen committees, organizing and executing all recruitment activities including travel arrangements, itineraries, catering and other needs, coordinating meetings with interviewers and act as host escorting faculty recruit to appropriate meetings.Assist with process of appointment, reappointment and renewal of faculty.Maintain and update yearly Curriculum Vitae, in appropriate institutional formatAssist 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.Assist with administrative/clinical activities for Faculty and Staff within assigned program(s).Manage purchasing for the program. Follow university purchasing procedures, coordinate delivery of materials and ensure vendor payment. Collaborate with the Department, Dell Medical School finance department and serve as point of contact to process purchase requests, cash advances, reconciliations and payment requests (vendor payments, contracts, travel authorizations, travel reimbursements for the department. Tracking expenses and keeping organized records.Participates and assists in the patient care process by directing inquiries to the proper patient care area.Assist in coordinating events, such as: conferences and patient support groups. Arrange for appropriate materials and make necessary room arrangements/reservations. Make travel arrangements and reservations as necessary. Prepare accurate documentation of expenses for submission and reimbursement.Other duties and responsibilities.Assist with special projects and any other tasks as related business needs arise. Maintain broad organizational perspective to effectively carry out internal and external relationships of the program.Serve as back-up for other staff.Attend meetings, workshops or seminars as required.Miscellaneous duties as assigned by supervisor, director and/or chair.Required QualificationsBachelor's degree and at least three years of experience with advanced administrative functions or High School graduation or GED and seven years of administrative experience. Calendar management and other support directly for senior leaders. Prior experience with financial and/or purchasing systems. Experience tracking expenses, keeping organized records and planning events. Highly detail-oriented with outstanding organizational and time-management skills. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. A self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Professional demeanor - excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly and concisely. Demonstrated problem-solving and critical thinking skills. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: .Relevant education and experience may be substituted as appropriate.Preferred QualificationsExperience with scheduling and calendar management for Executives. Experience in providing support in an administrative office at UT Austin; working knowledge of UT policies and procedures. Start-up experience in any sector. Experience in healthcare delivery, public health, or research.Salary Range$48,000+ depending on qualificationsRequired 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.----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 ,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 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: [PDF] [PDF] [PDF] [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 .The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.