Administrative specialist Jobs in Austin, TX

Job Details

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PURPOSE

The Administrative Specialist provides operational and administrative work within the Department of Ophthalmology. This role supports departmental efficiency, compliance, and coordination in environments that may include research programs and academic training divisions. The Administrative Specialist works closely with researchers, educators, and administrative peers to ensure smooth execution of day-to-day operations, support academic and clinical program goals, and facilitate collaboration across functional areas. This position does not typically include direct supervisory responsibilities but may serve as a lead or coordinator for projects and initiatives.

RESPONSIBILITIES

Manages Administrative Operations

• Coordinates daily administrative functions across academic units.
• Maintains records, documentation, and compliance with institutional and regulatory standards.
• Supports departmental readiness for audits, inspections, and accreditation reviews.
• Ensures timely communication and information flow across teams.
• Monitors adherence to internal policies and external regulations.
• Administrative support and back up for operational needs (purchase requests, processing payments, invoices, reimbursements, travel, shipping, tracking, and processing participant incentives and student awards.)

Supports Budget and Financial Processes

• Assists in preparing and monitoring budgets for clinical and academic departments.
• Tracks expenditures, reconciles variances, and supports financial reporting.
• Coordinates procurement of supplies, services, and educational materials.
• Analyzes cost trends and recommends operational efficiencies.
• Collaborates with Finance and Sponsored Programs teams.
• Creates or assists with EAJs and submits for necessary approvals aligns with financial tracking and coordination responsibilities.
• Creates and submitting contract requests in TCMS may also be tied into procurement and financial reporting functions.

Facilitates Cross-Functional Communication

• Serves as liaison between clinical, academic, and administrative stakeholders.
• Coordinates meetings, agendas, and follow-up actions.
• Supports internal communications and change management initiatives.
• Maintains confidentiality and professionalism in all interactions.
• Promotes alignment with organizational values and strategic goals.
• Communicates and liaises with DMS legal, central Business Contracts and Purchasing office, research contracting, finance and SMEs directly support this function.

Contributes to Quality, Compliance, and Accreditation

• Participates in quality improvement and academic program evaluation initiatives.
• Tracks and reports key performance indicators (KPIs).
• Ensures compliance with HIPAA, ACGME, LCME, and other regulatory bodies.
• Assists with policy development and implementation.
• Supports departmental readiness for site visits and reviews.

Provides Administrative Support for Projects, Programs, and Professional Development

• Assists with planning and execution of special projects and events.
• Prepares presentations, reports, and data summaries for leadership.
• Coordinates logistics for conferences, training, or research initiatives.
• Maintains project documentation and timelines.
• Provides administrative support for staff professional development activities, including training registrations, tracking continuing education, and coordinating internal learning opportunities.
• Support clinical research administrators on developing processes and tracking of contracts, renewals, amendments, extensions, etc. fits here, especially in terms of project documentation and timelines.
• Serve as backup to default contract manager for department is a support function that aligns with this category.
• Aid department Grants lead on IRB protocols, track project timelines, and compile documents for grant submission.
• Assists with onboarding and orientation of new faculty, staff, or trainees.
• Conducts periodic audits of administrative processes and documentation.
• Supports internal committees, academic councils, or task forces.
• Contributes to community outreach, recruitment, or engagement events.
• Assist with HR processing as back up to Associate Director

REQUIRED QUALIFICATIONS:

• Bachelor's Degree in Healthcare Administration, Business Administration, Education, or a related field
• At least 2 year(s) of experience in administrative or operational experience in a healthcare or academic setting
• Experience with Excel, Workday, DEFINE, UT Market, TCM, and other UT systems

PREFERRED QUALIFICATIONS:

• Experience working in hosptials/clinics.
• Experience supporting research administration.
• Experience supporting clinical research grant submissions and project management.
• Experience with electronic health records (EHR), academic systems (e.g., MedHub, New Innovations), and compliance platforms
• Certified Medical Manager (CMM) – PAHCOM
• Certified Professional in Healthcare Quality (CPHQ)
• Project Management Professional (PMP) – PMI
• Certified Research Administrator (CRA) – for research-intensive departments

SALARY RANGE

$63,523 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• Standard office equipment
• Repetitive use of a keyboard
• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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