Administrative Associate

The University of Texas at Austin•Austin, TX

18d•Hybrid

About The Position

Assist with the administrative and operational aspects of implementing and sustaining the Child and Adolescent Behavioral Health and Texas Child Mental Health programs such as operational policy and procedures, human resources, contracts, logistics, technology, facilities, and other related duties. R elieves the Dell Medical School, Child and Adolescent Behavioral Health Director of a large volume of complex decisions.

Requirements

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five 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.

Nice To Haves

Prior experience in healthcare or education setting
Demonstrated ability to be flexible and adapt to change

Responsibilities

Coordinate, perform, and monitor various administrative functions and processes according to program policies and priorities, including payment and purchase requests, invoice submission, travel reimbursement, contracts submission, calendar management, and HR submissions.
Schedules time for communications and document review.
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.
Maintain FAQ’s, dashboards, workflows, and instructions to ensure operational efficiency in staff and student onboarding, training, and off-boarding cycle.
Track delivery of vendor variables.
Organize and keep records (e.g., organizational charts, job postings, current team member resumes, etc.).
Coordinating and assisting with policy and process drafting and documentation across various teams and systems.
May assist with drafting documents such as job descriptions, scopes of work, contract amendments, and policy.
With awareness and reference to Consortium, University and Department policy, drafts updates and maintains operating procedures.
Collaborates with the school, department, external partners, and information technology and other teams to order, track, budget, inventory and ensure appropriate staff, student, and contractor access to hardware, software, office supplies, furniture, and other equipment.
Set-up and maintain office space.
Addresses the needs of various in-person/virtual need requests.
Assist with meeting 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.
Participate in staff meetings and professional development activities
Perform other duties as assigned.