Administrative Associate, Facilities

* Manages calendars and schedules meetings for department leaders and other staff.* Screens and routes incoming calls and correspondence.* Prepares, edits, and formats documents, reports, and presentations.* Maintains organized filing systems and accurate records.* Orders and tracks office supplies and equipment.* Monitor and restock copier paper and breakroom supplies; coordinate service requests for office equipment.* Provide administrative support for leadership and facilities teams, including special assignments and document preparation.* Assists with onboarding and orientation of new staff members.* Supports departmental projects and process improvement initiatives.* Tracks and processes invoices, reimbursements, and expense reports.* Maintains departmental databases and logs.* Ensures compliance with internal policies and procedures.* Assists Senior Mailroom Coordinator in managing mail and delivery operations, including processing U.S. and campus mail, receiving and logging bulk mail, FedEx, and UPS shipments, and maintaining accurate email notification lists for Dell Med faculty, staff, affiliates, and building occupants to ensure timely communication.* Assists with processing financial and administrative transactions for the Facilities team, including purchase orders, payment requests, official occasion requests, and ProCard reconciliations, in accordance with institutional policies and as directed.* Drafts and distributes internal communications and announcements.* Coordinates logistics for meetings, trainings, and events.* Acts as a liaison between departments and external stakeholders.* Responds to routine inquiries and information requests.* Maintains confidentiality of sensitive and protected information.* Greet and direct visitors; validate parking and ensure professional front-desk experience.* Assist with scheduling and logistics for internal events, including catering arrangements, ensuring compliance with institutional guidelines.* Identifies opportunities to streamline administrative processes.* Participates in team huddles, feedback sessions, and improvement projects.* Assists with implementation of new tools, systems, or workflows.* Provides input on administrative procedures and best practices.* Supports training and development initiatives for staff.* Maintain knowledge of emergency protocols and provide administrative support for safety and evacuation drills.* High School Diploma/GED* At least 4 year(s) of experience in administrative or clerical experience in healthcare, academic, or business setting.* Associate's Degree in Business Administration, Healthcare Administration, or a related field.* At least 5 year(s) of experience in administrative experience in a healthcare environment* Certified Administrative Professional (CAP)* Completion of HIPAA training or certification* Bilingual in English and Spanish; ability to communicate effectively in both languages.**Start Here, Change the World**At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world.Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.Please see our .**Comments and Inquiries:**Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact .Additional information for applicants can be found on the Human Resources web page: .

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