Senior Administrative Associate

Senior Administrative Associate

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

Preferred Qualifications

Salary Range

$49,000+ depending on qualifications

Working Conditions

Required Materials

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.