FDRO Administrative Associate

The University of Texas at Austin; Austin (TX); On-site; USD 36,000 - 49,000; Full time

Job summary

The University of Texas at Austin's Healthyhorns - Counseling and Mental Health Center is seeking an FDRO Administrative Associate to support the UT Main Campus. You will serve as the initial contact, schedule appointments, monitor waiting areas, and assist with office operations to enhance student wellbeing.

Responsibilities include appointment scheduling, phone coverage for the assessment team, records processing, and ad hoc billing tasks.

Qualifications

• High school diploma or GED completed.
• Experience delivering customer service.
• Experience as an administrative assistant or similar role.

Responsibilities

• Administrative support for schedules, signage, and inventory.
• Appointment scheduling and managing overflow phone lines for counselors.
• Scanning and processing medical/office records requests.
• Run and adjust billing reports; answer student billing questions.
• Coordinate CMHC/FDRO/Healthyhorns communications via chat and email.

Skills

Customer service

Administrative support

Scheduling appointments

Phone handling

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Hiring Department

Healthyhorns - Counseling and Mental Health Center

Job Posting Title

FDRO Administrative Associate

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Aug 10, 2026

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

Purpose

To provide vital and meaningful administrative support to a large counseling center by acting as initial point of contact, scheduling appointments, monitoring waiting areas, maintaining inventory, and other duties as assigned in support of the center’s mission by enhancing the health and well‑being of students’ bodies, minds and lives in support of their academic and personal goals.

General Information

Our mission is to enhance the health and well‑being of students’ bodies, minds and lives in support of their academic and personal goals.

To learn more about CMHC, please visit: https://cmhc.utexas.edu/aboutcmhc.html. To learn more about Healthyhorns, please visit https://healthyhorns.utexas.edu.

The University of Texas at Austin offers a competitive benefits package that includes but not limited to:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays

Please visit UT Austin's Human Resources (HR) website at https://hr.utexas.edu/prospective/benefits to learn more about the total benefits offered.

Responsibilities

• Administrative Support: Assists with entering provider's schedules, CARE Team Support Response, Qualtrics Reports, Recruiting, Psychiatry Qualtrics, Create/install mailbox & office nametags for new personnel, Create/maintain in/out signs for staff office doors.
• Patient Access / Support: Appointment scheduling including meeting with clients to determine schedule compatibility, Assisting with answering of phones to include critical overflow line for the assessment counselors, Sends messages to students regarding paperwork
• Chart and Records duties: Scanning paper documents, Faxing, Processing requests for records release, Assistance with medical withdrawal requests, Monitors FAX folder and machine
• Reports and Billing: Run billing report, adjust any corrections and processes charges, Answer billing questions from students, Daily cancellations monitoring, Ad Hoc billing responsibilities
• Processing fee waivers
• Teams / PnC: Monitor channels and responds/escalates as necessary- CMHC, FDRO, and consultation channel, Respond to all requests via chat and email in a timely manner
• Serve as backup support for Psychiatry, Front Desk, Emergency Floor Manager, Day of events for CMHC, other Healthyhorns Admin Teams
• Mind Body Lounge: monitor usage, check-in students, coordinate tours of space
• Project Support: Support CMHC training director and program during internship and practicum selection process (Nov-Feb), Support Medical Withdrawal Coordinator during the student medical withdrawal and course load reduction process (October/April), CEU Admin Support
• Other related functions as assigned.

Required Qualifications

• High school graduation or GED.
• Demonstrated strong customer service experience.
• One year experience as an administrative assistant.
• Have a passion for serving others and their community.
• Are approachable, ethical, dependable, have a positive attitude and assume positive intent.
• Are dedicated to working with a varied community and providing services to students from a non-judgmental perspective

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience as a receptionist, data entry, using a multi-line telephone system, and working with Microsoft Office.
• Experience with face-to-face customer service fast paced office environment that requires team work with a high level of multi-tasking.
• Demonstrated excellent interpersonal and communication skills.
• Demonstrated ability to handle confidential materials with integrity.
• More than the required year of experience in a mental health setting or other public agency.
• Experience with medical records and experience assisting students.
• Experience with a variety of professionals with different levels of responsibility.

Salary Range

$ 42,271

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Exposure to fumes, chemicals, sprays, and commercial items found in standard office conditions, medical clinics, and in repairs and maintenance.

Work Shift

• 7:30am to 5pm The Counseling and Mental Health Center opens at 7:15am and closes at 5pm. Staff may be asked to open and close as necessary.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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.