Senior Administrative Associate

Job Posting Title :

Senior Administrative Associate

Hiring Department :

Department of Psychiatry

Position Open To : All Applicants

Weekly Scheduled Hours :

40

FLSA Status : Non-Exempt

Earliest Start Date :

Immediately

Position Duration :

Expected to Continue Until Aug 31, 2026

Location : AUSTIN, TX

Job Details : General Notes

This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women. The University of Texas Dell Medical School is a Health Related Institution (HRI) for the TCMHCC.

The Senior Administrative Associate will work as part of the External Relations and Education Team that supports all Dell Medical School Texas Child Mental Health programs, including the Perinatal Psychiatry Access Network (PeriPAN) and Child Psychiatry Access Network (CPAN), Texas Child Health Access Through Telemedicine (TCHATT), Youth Aware of Mental Health (YAM), and other related mental health programs. CPAN and PeriPAN provide primary care clinic providers and OBGYNs prompt access to on-call psychiatrists for expertise in assessment, treatment, and referrals for pediatric and / or perinatal patients with a mental health challenge. TCHATT provides telemedicine or telehealth services to school districts to help identify and assess the behavioral health needs of children and adolescents and provide access to mental health services. YAM is a school-based program for students in eighth through 12th grades to learn about and explore mental health.

This position has an end date of 8 / 31 / 2026 but may be renewable based on funding availability, work performance, and progress toward goals. Funding is expected to continue. A flexible working arrangement may be accommodated based on program needs and with supervisor approval. This position may require occasional on-site work. Remote work will require reliable internet access and a private, distraction-free workspace.

Purpose

The Senior Administrative Associate will support CPAN, PeriPAN, TCHATT, YAM, and other related mental health programs with meeting and event management, patient referrals, communications, promotional supply inventory, data documentation, and other administrative duties. This role will support the External Relations and Education Team to increase the visibility and impact of these programs in accordance with statewide goals.

Responsibilities

Support scheduling of virtual and on-site meetings, webinars, and outreach events with school districts and / or community organizations.

Assist with calendar management for outreach-related events, workshops, and meetings.

Manage email correspondence for outreach and program activities.

Create agendas and arrange logistical details for meetings and events.

Organize receipts and documentation required for reimbursement.

Determine appropriate referrals based on the patient's clinical background.

Enhance and maintain a database of community providers who accept referrals from TCHATT, CPAN, and PeriPAN.

Maintain updated referral records.

Track patient referrals across programs.

Use the Electronic Medical Record to communicate referral information to the team.

Develop and maintain program materials such as FAQs, charts, graphics, reports, dashboards, websites, workflows, and instructions.

Maintain accurate and professional correspondence logs, files, databases, and other tracking systems.

Schedule time for communications and document review.

Participate in activities that support an organizational culture of learning, collaboration, and collective responsibility.

Assist with staff hiring, onboarding, and offboarding processes.

Maintain current inventory records for paper and promotional supplies.

Develop estimates for supply needs.

Organize purchase requests.

Coordinate purchase orders.

Assist in data entry and data collection for program monitoring and evaluation.

Maintain accurate and timely data documentation for reporting, auditing, and continuous improvement.

Support alignment with legislative mandates and institutional goals.

Perform other duties and special projects as assigned.

Required Qualifications

Bachelor's degree and three years of experience in administrative support, operational support, or customer service; or a high school diploma / GED with seven years of experience

Experience working in a medical, mental health, educational, or related setting

Excellent communication skills

Basic proficiency with Microsoft Office programs (Excel, PowerPoint, Word, Outlook, Visio, etc.)

Relevant education and experience may be substituted as appropriate

Preferred Qualifications

Bachelor's degree and more than five years of experience providing high-quality administrative or operational support in a medical, mental health, or education setting

Experience with Google Suite products

Experience with database management

Professional demeanor with tact and respect at all times

Salary Range

$49,000+ depending on qualifications

Working Conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Occasional weekend, overtime, and evening work to meet deadlines

As the University transitions to increased on-site work, the manager will work with the employee to identify the needs of the college / school / unit and will communicate the days and / or times the employee is expected to report on-site, up to 40 hours per week. These needs will be reviewed regularly, and ample notice will be provided for any changes. Remote work will require reliable internet access and a suitable, distraction-free workspace.

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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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.

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.

Background Checks :

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

Equal Opportunity Employer :

The University of Texas at Austin, as an equal opportunity / affirmative action employer ,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency :

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Employment Eligibility Verification :

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify :

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following :

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance :

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.