Administrative Assistant

Job Posting Title:

Administrative Assistant

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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, 2025

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking an Administrative Assistant. This position has an end date of 8/31/2025, renewable based upon availability of funding, work performance, and progress toward goal.

Purpose

The Administrative Assistant will assist with the administrative and operational aspects of implementing and sustaining the Texas Child Mental Health Access Programs such as operational policy and procedures, human resources, contracts, logistics, technology, facilities, and other related duties.

Responsibilities

• Coordinates, performs, and monitors various administrative functions and processes according to program policies and priorities, including payment and purchase requests, invoice submission, travel reimbursement, contracts submission, calendar management, task management and HR submissions. Schedules time for communications, document review, complete follow-up.

• 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. Maintains FAQ’s, dashboards, workflows, and instructions to ensure operational efficiency for all clinical staff. Organizes and keep records (e.g., organizational charts, job postings, current team member resumes, etc.).

• Collaborates with the School, Department, external partners, and      other teams to order, track, budget, inventory and ensure appropriate staff access to hardware, software, office supplies, furniture, and other equipment.

• Assists with meeting, including note taking and associated task, 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.

• Participates in staff meetings and professional development activities.

• Performs other duties as assigned.

Required Qualifications

High school graduation or GED, and three (3) 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

Bachelor’s degree. Prior experience in healthcare or education setting. Demonstrated ability to be flexible and adaptable to change

Salary Range

$35,000+ depending on qualifications

Working Conditions

• 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 app