Senior Administrative Associate, Clinical Operations

Job Posting Title: Senior Administrative Associate, Clinical Operations---- Hiring Department: Department of Psychiatry---- Position Open To: All Applicants---- Weekly Scheduled Hours: 40---- FLSA Status: Non-Exempt from FLSA---- Earliest Start Date: Immediately---- Position Duration: Expected to Continue Until Aug 31, 2027---- Location: AUSTIN, TX---- Job Details: GENERAL NOTES The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Clinical Operations Associate to work for the Child Psychiatry Access Network (CPAN), the Perinatal Psychiatry Access Network (PeriPAN), and other related programs.

CPAN and PeriPAN are interdisciplinary clinical services programs intended to offer primary care clinic providers and OBGYNs prompt access to on-call psychiatrists to provide expertise in assessment, treatment, and referrals for pediatric and/or perinatal patients identified as having a mental health challenge.

This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women. The University of Texas Dell Medical School (DMS) is a Health Related Institution (HRI) for the TCMHCC.

A flexible working arrangement agreement can be accommodated based upon the needs of the program and with supervisor approval. This position may require occasional work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable private workspace free from distractions.

This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

JOB SUMMARY The Senior Administrative Associate provides high-level advanced and complex administrative support for a department. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records and is crucial for ensuring efficient office operations and supporting overall organizational goals.

ESSENTIAL JOB FUNCTIONS: CALENDAR MANAGEMENT AND SCHEDULING

• Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.
• Performs clinical administrative functions to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
• Works with other staff to facilitate easy workflow.
• Coordinates and schedules staff travel and agendas, plans special events and manages contact lists and continuing education
• Facilitates scheduling coordination across internal teams and external partner organizations to ensure appropriate clinical coverage.
• Schedule meetings, trainings, and clinical coverage assignments, including preparing and distributing calendar invitations.
• Manage the CPAN and PeriPAN hotline schedule and Central Operating Support Hub (COSH) calendar updates.
• Track and coordinate clinician time-off requests and adjust schedules as needed to ensure continuous clinical coverage.
• Monitor scheduling changes and ensure updates are documented and communicated to relevant stakeholders.

COMMUNICATION MANAGEMENT

• Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
• Manages shared program email inbox and program phone line and h andles incoming and outgoing communications .
• Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned leader(s).
• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. •Triage and respond to inquiries, including provider questions, referral requests, and general program communications. •Ensures program materials and related documents are properly organized and accessible within shared repositories. •Serves as a point of contact for program support requests, including system and application-related inquiries. •Triage issues and coordinate resolution with appropriate internal teams (e.g., IT), escalating as needed. •Communicates updates, issues, and resolutions to stakeholders to ensure awareness and timely follow-up.

MEETING AND PROJECT COORDINATION

• Conducts necessary research and compiles data for decision-making.
• Coordinates with various departments to support project execution.
• Schedules, attends, and takes minutes for meetings as needed.
• Works collaboratively with Dell Medical School departments, University offices, UT System, other academic, community-based, and/or private sector entities to support assigned projects and initiatives.
• Coordinates and supports preparation activities for program service workflows and Direct Patient Consultations (DPC).
• Schedules DPC appointments and maintains related records within the Electronic Health Record (EHR) system. •Distributes DPC intake materials, consent forms, and required documentation to support service delivery. •Prepares and maintains electronic records and documentation in alignment with established processes. •Supports coordination of program initiatives, including recruitment, onboarding, outreach and training activities. •Schedules and coordinates interviews, meetings, and related logistics (e.g., calendars, materials, space coordination). •Assists with onboarding processes and materials to support new team members. •Coordinates training schedules and support implementation of program activities.

DOCUMENT MANAGEMENT

• Maintains and organizes important documents and records.
• Prepares reports, presentations, and other documents as needed.
• Ensures confidentiality and security of sensitive information.
• Manages assigned databases, entering date, coordinating approvals, and sending emails. •Updates and manages program dashboards, including content, flyers, and supporting documentation. •Maintains and revises program manuals and communication materials to ensure consistency and alignment with current processes. •Organize and maintain shared drives and document repositories (e.g., Google Drive), ensuring materials are properly stored and accessible. •Track updates to program resources and ensure changes are documented and communicated to relevant stakeholders. •Create, update, and maintain standard operating procedures (SOPs) and reference materials. •Develop and organize resource libraries and user guides to support program activities. •Maintain and update program reference guides and documentation to ensure accuracy and consistency. •Assists with maintaining program records, tracking systems, and reporting dashboards to ensure accuracy and completeness. •Supports review of documentation, spreadsheets, and system entries to ensure data integrity and consistency. •Monitors task completion and record accuracy, identifying and escalating discrepancies as appropriate. •Maintains documentation related to program processes, tracking tools, and reporting systems.

FINANCIAL SUPPORT

• Processes travel and purchasing reimbursements.
• Manages entries in databases and assists with the preparation and completion of the function’s annual budget.
• Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

Other duties as identified by department

MARGINAL OR PERIODIC FUNCTIONS:

• Assists with training on applicable UT processes as needed.
• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; Serves as preceptor, mentor, and resource to less experienced staff.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

• Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.
• Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.
• Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications.
• Demonstrated ability to take initiative, identify issues and develop effective solutions.
• Thrives in a dynamic environment, managing multiple priorities while supporting team operations.
• Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.
• Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.
• Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

EDUCATION & EXPERIENCE MINIMUM QUALIFICATIONS: Requires a High School Diploma/GED in with at least 5 year(s) of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level. Proficiency in electronic systems including, but not limited to, Google Suite, Trayt, Slack, Athena, Calendly

Relevant education and experience may be substituted as appropriate

PREFERRED QUALIFICATIONS:

• Related experience in a medical, mental health, or education setting.
• Experience with patient communication and protected health information.
• Experience with database management.
• Bilingual fluency (English/Spanish).
• Working knowledge of UT policies and procedures.
• Demonstrated problem-solving experience managing complex calendars.

LICENSES, REGISTRATIONS OR CERTIFICATIONS REQUIRED:

• None.

PREFERRED:

• None.

Salary Range $49,768 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• Standard office environment
• Repetitive use of a keyboard

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer: 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.

Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.