Administrative Assistant

University of Texas at Austin • Austin, TX

4d • 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 serves Intercollegiate Athletics, including Sports Medicine, Athletic Performance, Sports Nutrition, Behavioral Health, Sports Science, and related areas. 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 university may offer the position as an Administrative Assistant or Administrative Associate.

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.
• 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, 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, HIPAA, 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.
• Serve as the 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.
• 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 inventory maintenance.
• Process software, maintenance, and vendor contracts for execution and monitor contract renewals.
• Provide administrative support for Longhorns Sports Medicine Camp and UT Athletic Performance Clinic; coordinate, process, review, and reconcile account transactions, and assist with registration and other operations as needed.
• Maintain the database used to monitor professional licensures and certifications.
• Assist with medical records and document management while protecting sensitive health information in accordance with FERPA, HIPAA, 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 and notarize business documents as needed.
• May supervise select part-time staff.
• Follow applicable laws, policies, rules, and regulations; act ethically, participate in required education and training, seek guidance when needed, report potential violations, and cooperate with investigations.
• Report applicable prohibited conduct to the University Title IX Coordinator or Deputy Title IX Coordinator as required for a Non-Confidential Employee.
• Perform other duties as assigned.

Benefits

• Retirement plan eligibility through the Teacher Retirement System of Texas (TRS), subject to the position meeting the stated hours-per-week and length-of-employment conditions.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED