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Posted: Wednesday, February 7, 2018 12:04 AM

Senior Administrative Associate - Medical Education Associate
Hiring department
Medical School
Monthly salary
$2,624+ depending on qualifications
Hours per week
40.00 Standard from 800AM to 500PM
Posting number
Job Status
FLSA status
Earliest Start Date
Position Duration
Funding expected to continue
Position open to
all applicants
Austin (main campus)
Number of vacancies
General Notes
None provided
Required Application Materials
+ A Resume is required in order to apply
+ A Letter of Interest is required in order to apply.
+ A List of 3 References is required in order to apply.
Additional Information
Facilitate program administration of the Office of Academics and Department of Medical Education, Core Course Essentials (MS1) year of the Dell Medical School curriculum and administratively support curriculum operations.
Essential Functions
Ensure that fast-paced office is organized and responsive to all stakeholders. Support department operations including purchasing, finance tracking and reconciliation, supply and equipment maintenance. Maintain accurate and professional correspondence logs, files, information, databases and other tracking systems as necessary. Perform monthly processing of ProCard VP7 documents and assist with end of fiscal year accounting procedures. Adhere to UT and DMS policies and procedures. Coordinate with other campus departments, educational partners and vendors to effectively execute courses and events, including reserving rooms, securing audiovisual support, acquiring supplies/resources, creating invitations and publicity materials. Coordinate travel arrangements for faculty and guests developing itineraries, travel logistics, and other necessary arrangements. Execute day-of-event activities prioritizing activities and leading support team. Support coordinator for year round Core curriculum courses. Collaborate with course director(s)/faculty/staff in identifying areas of need in the curriculum process. Monitor courses to ensure standards and policies are appropriately implemented. Manage the Learning Management System (Canvas) course syllabus, support documents and exams. Use and maintain databases for grading and systemic evaluation. Collect and maintain document for office academic files. Identify, recommend, and implement process changes and tools to improve course delivery. Serve and assist the students as a resource and point of contact for questions, concerns or complaints, technical assistance using good judgment and University policies as appropriate to respond to issues identified by students. Participate in cross-functional teams and activities designed to establish an organizational culture that supports learning, collaboration, and work towards consistency of the student experience across all programs, sharing best practices and brainstorming new and cutting-edge ideas.
Marginal/Incidental functions
Other related functions as assigned.
Required qualifications
Bachelor's degree and three years of clerical experience, including one year of experience at either the Admin Assistant or Admin Associate level. Experience with general office management and office procedures. Ability to self-start, learn quickly, follow directions, multi-task, prioritize tasks, meet deadlines and follow through on tasks. Ability to interact positively and communicate clearly with supervisor, co-workers and all constituents including faculty, staff and students. 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:
Equivalent combination of relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Three years of advanced administrative experience in education or Medical Education or five years of advanced administrative experience. Prior experience using UT Financial Systems, such as Define, FRMS, Point Plus, and UT Market orders. Experience using curriculum management systems or learning management systems such as One45 and/or Canvas. Experience in curricular assessment practices/methods and learning outcomes evaluation.
Working conditions
May work around standard office conditions
Repetitive use of a keyboard at a workstation
Use of manual dexterity
A criminal history background check will be required
for finalist(s) under consideration for this position.
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.
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.
If hired, you will be required to complete the federal Employment
Eligibility Verification form, I-9. You will be required to present
acceptable, original
to prove your identity and
authorization to work in the United States. Information
from the documents will be submitted to the federal E-Verify
system for verification. Documents must be
presented no later than the third day of employment. Failure to do
so will result in dismissal.
UT Austin is a Tobacco-free Campus
Associated topics: administrative assistant, clerk, college, coordinate, guidance counselor, office assistant, scriptwriter, secretary, student affairs, student services


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