Temporary Administrative Associate - Internal Medicine - Dell Medical (UTEMPS) Full-time Job

Job Posting Title:Temporary Administrative Associate - Internal Medicine - Dell Medical (UTEMPS)----Hiring Department:UTemp Pool----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Non-Exempt----Earliest Start Date:Immediately----Position Duration:Expected to Continue Until Dec 22, 2022----Location:UT MAIN CAMPUS----Job Details:General NotesOnly competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time. Please no phone calls or emails. The projected end date for this assignment is December 22, 2022PurposeTo provide high-level administrative and logistical support to leadership and faculty in the Division of Hospital Medicine in the Department of Internal Medicine of the Dell Medical School at UT Austin.ResponsibilitiesAssist with faculty and staff recruitment including scheduling recruitment committee meetings, scheduling interviews, collecting and processing applications and required forms, and collecting interviewer feedback on candidates. Process and track faculty appointments and credentialing-related paperwork in various systems. Coordinate travel arrangements for Division leaders, faculty/staff, and invited visitors.Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel lodging, and other necessary arrangements. Process travel reimbursement and other expenses, clearly tracking submission and receipt of funds in real-time. Assist in the coordination of review of faculty and staff leave requests for time off the clinic schedule.Assist with special projects and any other tasks as related business needs arise. Maintain a broad organizational perspective to effectively carry out internal and external relationships of the Department/Division. Provide other administrative support such as: Assisting with the creation/maintenance of office directories and stakeholder lists, and process master clinical schedule changes.Draft correspondence, reports, presentations and materials, and notices on behalf of Division leaders. Assist with follow-up materials as requested. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Draft moonlighting invoices for review and submit appropriate documentation for payment processing Manage calendars for Division leaders often requiring independent decision-making.Schedule appointments and meetings, committee meetings, and individual meetings, and assemble appropriate reference materials for all meetings. Reserve conference rooms, AV equipment, and phone lines and handle all other necessary logistical details. Coordinate medium to large functions, events, training, workshops, and retreats on and off of the University campus: securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes. Other related functions as assigned.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 able to work independently. 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. Relevant education and experience may be substituted as appropriate.Preferred QualificationsCalendar 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 able to work independently. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. Hourly Rate$21.63Working ConditionsAttire: Business CasualStandard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstationWork ShiftHours per week - 40The work schedule is from 8:00 a.m. to 5:00 p.m.Required 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.