Job Posting Title:
Administrative Associate
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Hiring Department:
Department of Psychiatry
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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 Until Aug 31, 2026
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Location:
AUSTIN, TX
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Job Details:
General Notes
This position has an end date of 8/31/2026, renewable based upon availability of funding, work performance, and progress toward goals. Employee will work 40 hours a week Monday through Friday between the hours of 8AM-5PM with possibility of occasional weekend, overtime, and evening work to meet deadlines.
Work Location: This position will be assigned on-campus with an expectation to work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable workspace free from distractions. A flexible working arrangement agreement will be required upon offer.
Purpose
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.
Responsibilities
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.
Assists 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 FAQ’s, 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.). Coordinating and assisting 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.
Collaborates 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. Addresses the needs of various in-person/virtual need 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.
Assists 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 offboarding survey results.
Participate in staff meetings and professional development activities
Perform other duties as assigned.
Required Qualifications
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 of experience 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.
Preferred Qualifications
Prior experience in healthcare or education setting
Demonstrated ability to be flexible and adapt to change
Salary Range
$40,000+ depending on qualifications
Working Conditions
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.
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.
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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.
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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.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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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.
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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.
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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.
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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:
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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.
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