Senior Administrative Associate, Faculty Affairs

Job title: Senior Administrative Associate, Faculty Affairs

Company: University of Texas at Austin

Job description: Job Posting Title: Senior Administrative Associate, Faculty Affairs—-Hiring Department: Department of Psychiatry—-Position Open To: All Applicants—-Weekly Scheduled Hours: 40—-FLSA Status: Non-Exempt—-Earliest Start Date: Immediately—-Position Duration: Expected to Continue Until Aug 31, 2025—-Location: AUSTIN, TX—-Job Details:General NotesThe Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Administrative Associate, Faculty Affairs. This position has an end date of 08/31/25 with the possibility to renew based upon availability of funding and work performance and will be assigned on-campus with an expectation to report to work on-site during the scheduled work week.PurposeThe Senior Administrative Associate, Faculty Affairs will provide administrative and operational support broadly to the Department of Psychiatry and Behavioral Sciences, with a particular focus on faculty affairs. Additionally, this position will provide executive administrative support to the Associate Chair of Clinical Operations and must exercise a high degree of initiative, diplomacy, confidentiality, and judgment.ResponsibilitiesAdminister recruitment of faculty. Serve as the primary liaison between the department and candidates, maintaining open and effective communication throughout the recruitment process. Monitor and review applications, sharing qualified candidate applications with hiring managers. Respond promptly to inquiries, providing timely updates and conveying important information. Coordinate candidate recruitment visits, working with complex schedules and calendars to create well-organized interview itineraries for candidates and hiring committee members. Provide support to the candidate on the day of the interview. Collaborate with various stakeholders to ensure seamless logistics, including arranging travel, accommodations, and transportation as needed. Support recruitment strategies, including identifying and contacting potential candidates, facilitating the collection of feedback, and continuously seeking opportunities to improve and enhance the recruitment process.Manage the calendar of the Associate Chair of Clinical Operations, coordinating and aligning the complex and busy schedules of all parties involved. Assist with preparation of presentations, communications, and other tasks as needed.Manage faculty effort. Review faculty leave and professional development requests, ensuring alignment with University of Texas at Austin leave policies. Manage internal tracking and report paid time off. Manage and update faculty and staff cost allocations.Promptly field a variety of inquiries from partners, faculty, staff and colleagues. Skillfully manage inter- and intra-departmental communication through email, phone, video conference and other mechanisms. Maintain a high level of confidentiality and professionalism, handling sensitive candidate, faculty, staff, and operational information with utmost discretion.Participate in staff meetings and professional development activities.Other related duties as assigned.Required QualificationsBachelor’s degree and three years of clerical experience, including two years of experience at either the Administrative Assistant or the Administrative Associate level. At least one year of experience in managing calendars. Professional demeanor with tact and respect at all times. Excellent written and verbal communication skills. Capacity to address individuals and responsibilities with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. Ability to interact with peers, executives, department faculty, and other partners in a manner that represents the Dell Medical School positively. Ability to work with and capitalize on a group of professional skills and personalities in a collaborative team environment. Demonstrated excellent analytical skills, problem solving ability and strong critical thinking skills. Sound judgment in decision-making and prioritizing tasks. Flexible and positive attitude while adaptable to change. Ability to succeed in a fast-paced and fluid work environment. Organized and able to manage competing priorities. Resourcefulness in problem solving. Ability to take initiative when faced with complexity and maintain regular, reliable, and punctual attendance. Relevant education and experience may be substituted as appropriate.Preferred QualificationsMore than three (3) years of professional experience performing administrative functions. Experience working in a higher education, medical, or healthcare administrative setting. Proficiency in systems such as Smartsheet or other project management platforms. Highly proficient in Microsoft Word, Excel, Outlook, and PowerPoint. Experience in a department or college-level recruitment or human-resources-related role. Experience in the faculty promotion and tenure process. Experience working in Workday. Ability to interpret guidelines, policies, procedures, and regulations to evaluate fiscal data for reasonableness, necessity, and conformity with federal and state requirements. Experience in recruitment coordination, preferably within an academic or higher education setting.Salary Range$48,000+ depending on qualificationsWorking ConditionsMay work around standard office conditionsRepetitive use of a keyboard at a workstationRequired MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interestImportant 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.—-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.

Expected salary: $48000 per year

Location: Austin, TX

Job date: Sun, 14 Jul 2024 07:28:02 GMT

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