Administrative Assistant

The University of Texas at Austin•Austin, TX

2d•Onsite

About The Position

The Administrative Assistant supports the Chief Medical Officer with business, administrative, and clerical functions, exercising a high degree of initiative and judgment. The role supports Sports Medicine, Athletic Performance, Sports Nutrition, Behavioral Health, Sports Science, and related areas within Intercollegiate Athletics. The position is expected to work regular on-site hours and is not suitable for remote work. Depending on the selected candidate’s experience and qualifications, the position may be offered as an Administrative Assistant or Administrative Associate. The role processes and reconciles expenditures, purchasing, payroll, travel, deposits, procurement card purchases, reimbursements, and related records; reviews operational budget reports and compiles data for summaries; supports part-time employee appointments; and manages contracts, inventory, and special accounts. It also coordinates travel and supports the operations and financial transactions of the Longhorns Sports Medicine Camp and UT Athletic Performance Clinic. The position maintains a database of professional licenses and certifications and assists with medical records and document management while protecting sensitive health information under applicable privacy requirements. The employee builds cooperative working relationships with staff, student-athletes and their parents, and medical personnel; may supervise select part-time staff; and may serve as a Texas Notary Public for business documents. The role requires compliance with University, NCAA, Conference, state, and federal requirements, participation in assigned education and training, and reporting and cooperation obligations related to investigations and prohibited conduct. Other duties may be assigned.

Requirements

High school diploma or GED.
Three years of administrative assistance and/or clerical experience.
Experience processing and reconciling purchasing and other expenditure transactions.
Relevant education and experience may be substituted as appropriate.
Class C operator’s driver’s license required; the selected applicant must provide a current three-year driving record from their current state of residence.
If not currently a Texas resident, obtain a Texas driver’s license within 30 days of becoming a Texas resident.

Nice To Haves

Bachelor’s degree.
Five years of administrative assistance and/or clerical experience.
Experience and demonstrated proficiency processing expenditure transactions within established policies and procedures, including departmental payroll and associated documents.
Experience with data organization and management.
Experience with operational budgets, purchasing, and travel planning and reconciliation.
Experience processing and reconciling deposit vouchers for medical reimbursements and auditing patient billing statements for accuracy.
Demonstrated proficiency safeguarding medical-record privacy and handling sensitive health information in accordance with FERPA, HIPPA, and state privacy regulations.
Experience and demonstrated proficiency preparing financial reports.
Excellent interpersonal skills for building and maintaining cooperative work relationships with staff, student-athletes and their parents, and medical personnel.

Responsibilities

Process purchasing and other expenditure transactions for Sports Medicine, Athletic Performance, Sports Nutrition, Behavioral Health, Sports Science, and related areas in accordance with departmental and University policies and procedures.
Assist Athletics Human Resources with part-time employee appointments and reappointments in relevant areas.
Serve as Sports Medicine lead for business transactions and travel-related matters.
Assist with processing and reconciling travel reports in Concur.
Coordinate travel planning and reconcile student-athlete medical-related travel within departmental guidelines.
Review monthly operational budget reports and collect and compile data for summary reports.
Process departmental payroll and associated documents.
Process and reconcile procurement card purchases, personal reimbursements, departmental deposits, deposit vouchers for medical reimbursements, and insurance payments.
Assist with maintaining inventory.
Process relevant software, maintenance, and vendor contracts for execution and monitor contract renewals.
Provide administrative support to, and coordinate, process, review, and reconcile account transactions for, Longhorns Sports Medicine Camp and UT Athletic Performance Clinic.
Assist with registration and other camp and clinic operations as needed.
Maintain the database used to monitor professional licensures and certifications.
Assist with medical records and document management, safeguarding sensitive health information in accordance with FERPA, HIPPA, and state privacy regulations.
Build and maintain cooperative work relationships with staff, student-athletes and their parents, and medical personnel.
Serve as departmental contact and administrator for special accounts.
Serve as departmental Texas Notary Public to notarize business documents as needed.
May provide supervision to select part-time staff.
Exemplify Texas Athletics core values and quality service standards and act ethically.
Seek guidance when unsure about applicable laws, rules, or policies and participate in assigned education and training programs.
Comply with applicable Board of Regents, University, NCAA, Conference, and other governing-body rules and laws, including the prohibition of sports wagering activities as prohibited by NCAA rules and state law.
Obtain prior written approval for and annually report outside activities and outside income.
Report knowledge of, or reasonable cause to believe, violations of applicable laws, policies, rules, or regulations to IA ARMCS or IA HR.
Cooperate fully with investigations and provide complete and accurate information when requested; do not influence others during an investigation.
Report prohibited conduct as required if employed as a Non-Confidential Employee under applicable Title IX laws and University policy.
Other duties as assigned.