Senior Administrative Associate, Scheduling and Support

Job Posting Title:

Senior Administrative Associate, Scheduling and Support

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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

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Administrative Associate. This position will work as part of an interdisciplinary, team-based program that supports patients enrolled in the Texas Child Health Access Through Telemedicine (TCHATT) program. TCHATT provides telemedicine or telehealth programs to school districts to help identify and assess the behavioral health needs of children and adolescents and provide access to mental health services. The ideal candidate will have a proven ability to manage multiple tasks simultaneously with attention to detail, prioritizing assignments to meet deadlines. Outstanding organizational and time-management skills. Highly detail-oriented. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. Ability to work independently with minimal direction.

This position has an end date of 8/31/2026, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

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.

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.

Purpose

The Senior Administrative Associate will support the TCHATT program with patient scheduling, technical assistance and monitoring, meeting and events management, communications, and administrative duties.

Responsibilities

• Set, confirm, cancel, and reschedule patient appointments. Review appointment consent forms and patient intake information, and assign clinical providers. Track daily, weekly, and monthly appointment patterns related to volume, duration, request origination, provider, and referral. outcomes. Ensure professional and accurate documentation.

• Provide phone and virtual technical assistance related to telehealth scheduling to Dell Medical staff, partners, school district personnel, patients, and patient families. Troubleshoot technical issues, escalating to Dell Medical or school district information technology departments as needed. Create manuals, instructional videos, workflows, and training materials to promote effective use of hardware and software. Purchase, inventory, distribute, and monitor use and wear of project-related hardware.

• Serve as primary contact person for scheduling virtual and on-site meetings, webinars, and events among Dell Medical clinical and operations staff, Dell Children’s Medical Center partners, and participating school district and medical practice personnel. Manage email correspondence and assemble appropriate reference, technical supports, and back-up materials. Create agendas, arrange logistical details, and organize receipts and documentation necessary for reimbursement.

• Prepare general correspondence as needed to respond to requests. Process, route, and respond to inquiries to the public. Maintain accurate and professional correspondence logs, files, information, databases and other tracking systems as necessary. Communicate with other patient schedulers, Dell Medical staff members, electronic health records administrators, and other stakeholders as needed.

• Assist with special projects and related tasks as needed. Participate in processes and activities designed to establish an organizational culture that supports learning, collaboration, and collective responsibility in order to enhance professional relationships, job satisfaction, and organizational effectiveness.

• Other duties when assi