Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate in AUSTIN, Texas
Administrative:Event Coordination: Coordinate and execute department events both on and off the University/Dell Childrens campus by securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes.Travel Coordination: Coordinate travel arrangements for faculty/staff and invited visitors. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities and hotel lodging, and manage other necessary arrangements. Process travel reimbursements and other expenses while clearly tracking submission and receipt of funds in real time. Communicate UT travel policies to faculty and guests.Daily Operations: Assist with daily operational activities for the Department of Pediatrics, including special projects and any other tasks related to business as needs arise. Maintain a team-focused collaboration and contribute flexibly within department-identified priorities. Adapt related responsibilities over time as specific unit needs grow or shift.Business/Finance: Hotel, Meetings, and Events Cardholder: Manage the departments events credit card, including approving usage requests from department staff, training staff on correct usage, reconciling monthly expenses, and processing payments in DEFINE.Expense Tracking: Oversee the tracking of research participant gift cards, working with research support staff to ensure timely reconciliation.Procurement Support: Support faculty and staff with purchasing requests and payment processing as needed.Inventory: Manage the departments annual inventory process. Track service agreements and coordinate maintenance and repair of research equipment as needed.Continuous Improvement: Contribute suggested improvements to department-wide tracking and organizational systems.Perform related duties as assigned.