Administrative Associate (Freeman Lab)

University of Texas at Austin • Austin, TX

3d • $42,000 • Hybrid

About The Position

This is a one-year fixed-term position from the date of hire and is renewable based on funding. This position works onsite 40 hours per week, with flexibility to work from home as research needs allow. The Administrative Assistant/Scheduler provides administrative, scheduling, and coordination support to a multi-study clinical research team focused on Multiple Sclerosis implementation science and outcomes research. This role works closely with the Clinical Research Coordinator staff, Principal Investigator, and study participants to keep day-to-day operations running smoothly across a large portfolio of concurrent research studies. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple calendars and competing priorities, and able to communicate professionally with participants, sponsors, and clinical staff.

Requirements

• Requires a High School Diploma/GED in High School Diploma - General with at least 4 year(s) of experience in administrative or clerical experience in healthcare, academic, or business setting.
• Relevant education or experience may be substituted as appropriate.

Nice To Haves

• Bilingual in Spanish a bonus.

Responsibilities

• Coordinate and manage scheduling for participant visits, study procedures, and team meetings across multiple concurrent research studies.
• Maintain and update shared calendars, conference room bookings, and recurring meeting series for the research team.
• Maintain organized digital filing systems (e.g., SharePoint) for study documents, correspondence, and administrative records.
• Process routine administrative tasks such as data entry, document formatting, mail distribution, and supply ordering.
• Take notes and track action items during team meetings; follow up on outstanding tasks.
• Serve as a primary point of contact for study participants regarding appointment scheduling, reminders, rescheduling, and general inquiries.
• Support onboarding logistics for new staff, including scheduling orientation, arranging access/equipment requests, and tracking required paperwork.
• Assist with preparation and organization of materials for regulatory submissions, sponsor visits, and audits.
• Assist with travel arrangements, reimbursement processing, and expense tracking for team members as needed.
• Support communication between the research team and external stakeholders, including sponsors, other departments, and university offices.
• Perform other administrative duties as assigned to support the efficient operation of the research team.

Benefits

• 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.

What This Job Offers

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