Administrative Associate

The University of Texas at Austin • Austin, TX

8d

About The Position

PURPOSE The Administrative Associate plays a vital role in supporting the operational and administrative functions of departments across the healthcare system. The role is responsible for managing calendars, coordinating meetings, preparing reports, maintaining records, and facilitating internal communications. It serves as a key liaison between departments and external contacts, ensuring smooth day-to-day operations. This position typically reports to a department manager or supervisor and works closely with clinical leaders, physicians, advanced practice providers, and administrative teams.

Requirements

• Requires a High School Diploma/GED in High School Diploma
• 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

• Associate's Degree in Business Administration, Healthcare Administration, or a related field.
• 5+ year(s) of experience in administrative experience in a healthcare environment
• Certified Administrative Professional (CAP)
• Completion of HIPAA training or certification.

Responsibilities

• Provides Administrative Support Manages calendars and schedules meetings for department leaders and other staff. Screens and routes incoming calls and correspondence. Prepares, edits, and formats documents, reports, and presentations. Maintains organized filing systems and accurate records. Orders and tracks office supplies and equipment.
• Coordinates Departmental Operations Assists with onboarding and orientation of new staff members. Supports departmental projects and process improvement initiatives. Tracks and processes invoices, reimbursements, and expense reports. Maintains departmental databases and logs. Ensures compliance with internal policies and procedures.
• Facilitates Communication Drafts and distributes internal communications and announcements. Coordinates logistics for meetings, trainings, and events. Acts as a liaison between departments and external stakeholders. Responds to routine inquiries and information requests. Maintains confidentiality of sensitive and protected information.
• Supports Data and Document Management Collects and compiles data for internal and external reporting. Assists with data entry, validation, and quality assurance. Prepares charts, graphs, and visual summaries of data. Maintains version control of documents and templates. Archives records in accordance with retention policies.
• Assists with Scheduling and Travel Schedules appointments, meetings, and conference calls. Coordinates travel arrangements and prepares itineraries. Processes travel reimbursements and expense documentation. Confirms logistics for off-site events and conferences. Tracks attendance and participation in required trainings.
• Participates in Continuous Improvement Identifies opportunities to streamline administrative processes. Participates in team huddles, feedback sessions, and improvement projects. Assists with implementation of new tools, systems, or workflows. Provides input on administrative procedures and best practices. Supports training and development initiatives for staff.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees