Job Description

Market Range: 06

Hiring Salary: $19.67/Hourly

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 3 provides complex administrative and clerical support for the Department of Pediatrics. This position serves as a liaison to the division for internal and external communications including interactions with practice plan staff, processing data entry transactions, managing supply ordering process, processing payables, maintaining division inventory status, and monitoring departmental expenditures including account ledger reviews.

DUTIES AND RESPONSIBILITIES :

1. Provides a wide range of complex office administration and support for assigned division while serving as principal contact and liaison with all University and external contacts.

2. Develops departmental systems and procedures and communicates policies and procedures to staff.

3. Assists with the coordination of faculty recruitment, faculty certification and promotion process.

4. Monitors budget including tracking account expenditures, division expenses related to grant and contract terms, verification of fund usage, and assists with monthly report generation.

5. Updates and maintains faculty Biographical Sketch and CV using UT required format.

6. Assists with acquiring articles from journals, books, and other material for faculty use in teaching.

7. Compiles and analyzes data required for administrative and financial reports including GME specific reports.

8. Assists with the preparation and management of grants, endowments, and other accounts.

9. Coordinates with PI to ensure accounts are approved and reconciled and processes accounts payable/receivables including procurement card purchasing and reconciliation within the University policy.

10. Arranges meetings, appointments, and travel; purchases and maintains inventory of supplies and equipment; coordinates division events.

11. Assists with the training of new administrative support and department staff including onboarding of new faculty and staff (includes students and post-docs) for the department.

12. Performs other duties as assigned.

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