Administrative Assistant, Clinical Operations, UT Health Austin, Dell Medical School
Full Time
Austin, TX 78701
$40,000 a year
Posted
Job description
Job Posting Title:
Administrative Assistant, Clinical Operations, UT Health Austin, Dell Medical School
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Hiring Department:
Dell Medical School
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
Purpose
Provide high-level administrative and logistical support, assisting day-to-day prioritization and execution of activities for staff and leadership in the Clinical Operations at UT Health Austin, Dell Medical School.
Responsibilities
Provide administrative support for Executive Clinical Director (ED)
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Schedule meetings, reserve rooms, maintain work portfolio updated for review and daily use, gather updates or data needed for Executive Director analysis
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Process reimbursements on behalf of Executive Director, prepare agendas and presentation, record minutes and distribute to attendees after ED review
On-Boarding new employees
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Organize Workday applications and resumes, schedule interviews, maintain the operations team roster in Smartsheet with key details for accuracy
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Serve as first touch point and information resource, ensure work station readiness, prepare first week schedule
Business Operations
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Participate in Dell Med Administrative Resource Network, Guide operations leaders to appropriate team members when questions arise, Partner with facilities for mail management and distribution
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Coordinate Fed Ex, UPS, or other carrier shipping, Organize operations team office supply resources working with finance team for ordering
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Assist with parking validation for operations and report reconciliation for parking budgets, Maintain UTHA email distribution lists and meeting invites (entry of new employees and deletion of departing employees)
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Coordinate travel, Maintain intranet site content as needed based on brand guidelines
Manage events
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Coordinate catering, Request space, Coordinate the purchase/delivery of marketing materials, Draft, submit, and reconcile OOEF forms
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Act as a SME for OOEF form process and provide training to other operations team members
Marginal/Incidental Functions:
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While this is intended to be an accurate reflection of the current position, it is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the job. Management reserves the right to revise the Position or require that other or different tasks be performed when circumstances warrant (i.e. emergencies, changes in personnel or staffing, workload, or technical developments).
Required qualifications:
High school graduation or GED. Three years of clerical experience, including one year of experience at the Senior Office Assistant level. Previous experience with: Administrative functions such as calendar management and scheduling and Microsoft Office Suite
Preferred qualifications:
Experience with Smartsheet .
Salary Range
$40,000 + depending on qualifications
Working Conditions
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Work in a standard office environment
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Repetitive use of a keyboard
Required Materials
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Resume/CV
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3 work references with their contact information; at least one reference should be from a supervisor
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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 that ALL Required 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 questions presented 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.
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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.
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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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E-Verify Poster (English)[PDF]
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E-Verify Poster (Spanish)[PDF]
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Right To Work Poster (English)[PDF]
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Right To Work Poster (Spanish)[PDF]
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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
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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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