Senior Administrative Associate

University of Texas at Austin•Austin, TX

14d•$50,000•Onsite

About The Position

We are seeking a highly organized Administrative Associate to provide operational and executive support to the Office of the Informatics, Chief Medical Information Officer (CMIO) and Chief Data Officer (CDO). This role supports EHR and clinical informatics initiatives while serving as an administrator to senior clinical and data leadership. The position blends project coordination, informatics governance support, and high-level executive operations, including calendar management, meeting coordination, and development of executive-ready materials. The ideal candidate is proactive, detail-oriented, and comfortable working across clinical, IT, and operational teams in a fast-paced healthcare environment. The Senior Administrative Associate provides high-level, advanced, and complex administrative support for a department. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records, and is crucial for ensuring efficient office operations and supporting overall organizational goals.

Requirements

Requires a High School Diploma or GED with at least 5 years of experience in a supportive administrative or clerical function, including 2 years of experience at either the Administrative Assistant or Administrative Associate level.
Relevant education and experience may be substituted as appropriate.
Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.
Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.
Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications.
Demonstrated ability to take initiative, identify issues, and develop effective solutions.
Thrives in a dynamic environment, managing multiple priorities while supporting team operations.
Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.
Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.
Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

Nice To Haves

Related experience in an academic healthcare setting.
Working knowledge of UT policies and procedures.
Advanced proficiency with Microsoft Office.
Demonstrated problem-solving experience managing complex calendars.

Responsibilities

Track strategic priorities and ensure timely execution of action items.
Coordinate leadership meetings, retreats, and cross-departmental initiatives.
Draft communications, briefing documents, board materials, and strategy presentations.
Provide high-level executive support to the CMIO and CDO, including calendar management, meeting preparation, and follow-up on key action items.
Assist in developing executive-ready reports, dashboards, and presentations related to EHR performance, quality metrics, and physician engagement.
Support governance structures, including informatics councils, change control boards, and AI oversight committees.
Coordinate and manage EHR optimization and implementation projects in collaboration with IT, clinical, and operational leaders.
Manages complex calendars to prioritize the work schedule and flow of work products, with fluid reprioritization that often requires both independent and collaborative decision-making.
Performs office administrative functions consistent with the assigned leader(s)’ function to meet critical deadlines by assessing and deploying personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
Works with other key administrative staff to facilitate efficient workflow.
Coordinates and schedules visitor travel and agendas; plans catering for lunch meetings and special events; manages contact lists and committee membership lists.
Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
Handles incoming and outgoing communications, including emails and phone calls.
Prepares routine, well-written correspondence for distribution and drafts correspondence on behalf of assigned leader(s).
Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
Acts as liaison between the leader and other staff members.
Conducts necessary research and compiles data for decision-making.
Coordinates with various departments to support project execution.
Schedules, attends, and takes minutes for meetings as needed.
Works collaboratively with Dell Medical School departments, University offices, UT System, and other academic and private sector entities to support assigned projects and initiatives.
Maintains and organizes important documents and records.
Prepares reports, presentations, and other documents as needed.
Ensures confidentiality and security of sensitive information.
Manages assigned databases, entering data, coordinating approvals, and sending emails.
Processes travel, purchasing, and reimbursements.
Manages entries in databases and assists with the preparation and completion of the function’s annual budget.
Processes monthly account reconciliations and variance reports.
Assists in scheduling travel, maintains records, and processes reimbursements and related activities.
Assists with training on applicable UT processes as needed.
Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals that contribute to the success of the organization; serves as a preceptor, mentor, and resource to less experienced staff.
Adheres to internal controls and reporting structures.
Performs related duties as required.