Administrative Associate

Administrative Associate

Hiring Department: Department of Psychiatry

Position Open To: All Applicants

Weekly Scheduled

Hours:

40

FLSA Status: Non-Exempt

Earliest

Start Date:

Immediately

Position Duration: Expected to Continue Until Aug 31, 2026

Location: Austin, TX

Assist with the administrative and operational aspects of implementing and sustaining the Child and Adolescent Behavioral Health and Texas Child Mental Health programs such as operational policy and procedures, human resources, contracts, logistics, technology, facilities, and other related duties. Relieves the Dell Medical School, Child and Adolescent Behavioral Health Director of a large volume of complex decisions.

• Coordinate, perform, and monitor various administrative functions and processes according to program policies and priorities, including payment and purchase requests, invoice submission, travel reimbursement, contracts submission, calendar management, and HR submissions. Schedules time for communications and document review.
• Assist with building and updating project and task trackers, catalogues, reference sheets and/or project management software for projects related to contracts, hiring, inventory, performance and retention schedules. Maintain FAQs, dashboards, workflows, and instructions to ensure operational efficiency in staff and student onboarding, training, and off‑boarding cycle. Track delivery of vendor variables. Organize and keep records (e.g., organizational charts, job postings, current team member resumes, etc.).
  
  Coordinate and assist with policy and process drafting and documentation across various teams and systems.
• May assist with drafting documents such as job descriptions, scopes of work, contract amendments, and policy. With awareness and reference to Consortium, University and Department policy, drafts updates and maintains operating procedures.
• Collaborate with the school, department, external partners, and information technology and other teams to order, track, budget, inventory and ensure appropriate staff, student and contractor access to hardware, software, office supplies, furniture, and other equipment. Set‑up and maintain office space. Address the needs of various in‑person/virtual requests.
• Assist with meeting and event planning, staff celebrations, preparation, cost estimates, scheduling, room reservations, communication, set‑up, and break‑down, and other aspects of hybrid (virtual and in‑person) meetings and events.
• Assist with hiring, onboarding and resignation tasks for operational and clinical team members such as collecting and retaining documentation; collaborating with the Department and external partners for onboarding and termination of services and equipment pick‑up and return; and gather and process off‑boarding survey results.
• Participate in staff meetings and professional development activities.
• Perform other duties as assigned.

• Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED and five years of clerical experience, including one year at the Administrative Assistant level. One year of full‑time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required.
• Excellent written communication.
• Ability to maintain regular, reliable, and punctual attendance.
• Relevant education and experience may be substituted as appropriate.

• Prior experience in healthcare or education setting.
• Demonstrated ability to be flexible and adapt to change.

$40,000+ depending on qualifications.

• May work around chemical fumes.
• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Occasional weekend, overtime and evening work to meet deadlines.
• Field work as necessary.
• Able to work remotely in a private, safe space.

• Resume/CV.
• Three work references with their contact information; at least one reference should be from a supervisor.
• Letter of interest.

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.