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 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:

E-Verify Poster (English) [PDF]E-Verify Poster (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.