Administrative Associate, Facilities

Job Posting

Title:

Administrative Associate, Facilities

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- Hiring Department:

Dell Medical School

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- Position Open To:

All Applicants

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- Weekly Scheduled

Hours:

40

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- FLSA Status:

Non-Exempt

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- Earliest

Start Date:

Immediately

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- Position Duration:

Expected to Continue

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- Location:

AUSTIN, TX

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- Job Details:

Purpose

The Administrative Associate plays a vital role in supporting the operational and administrative functions of departments across the healthcare system. The role is responsible for managing calendars, coordinating meetings, preparing reports, maintaining records, and facilitating internal communications. It serves as a key liaison between departments and external contacts, ensuring smooth day-to-day operations. This position typically reports to a department manager or supervisor and works closely with clinical leaders, physicians, advanced practice providers, and administrative teams.

We are looking for more than just experience-we want someone who is motivated, enthusiastic, and eager to grow. This role is ideal for an individual who brings energy, initiative, and a passion for learning. If you thrive in a dynamic environment and are excited to contribute to a mission-driven team, we encourage you to apply!

Responsibilities

Provides Administrative Support

* 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.

Coordinates Departmental Operations

* 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, Fed Ex, 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 Pro Card reconciliations, in accordance with institutional policies and as directed.

Facilitates Communication

* 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.

Supports Data and Document Management

* Collects and compiles data for internal and external reporting.

* Assists with data entry, validation, and quality assurance.

* Prepares charts, graphs, and visual summaries of data.

* Maintains version control of documents and templates.

* Archives records in accordance with retention policies.

Assists with Scheduling and Travel

* Schedules appointments, meetings, and conference calls.

* Coordinates travel arrangements and prepares itineraries.

* Processes travel reimbursements and expense documentation.

* Confirms logistics for off-site events and conferences.

* Tracks attendance and participation in required trainings.

Participates in Continuous Improvement

* 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.

Required Qualifications

* High School Diploma/GED

* At least 4 year(s) of experience in administrative or clerical experience in healthcare, academic, or business setting.

Relevant education or experience may be substituted as appropriate.

Preferred Qualifications

* 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…