Hybrid Administrative Associate, Research Scheduler

The University of Texas at Austin; Austin (TX); Hybrid; USD 38,000 - 46,000; Full time

Job summary

University of Texas at Austin is seeking an Administrative Associate for the Freeman Lab in the Department of Neurology. The role supports a multi-study clinical research team focused on Multiple Sclerosis, coordinating scheduling, filing, and communications.

The position is onsite 40 hours per week with some remote flexibility, a one-year fixed-term that can renew based on funding. Early start date is immediate, with RESPONSIBILITIES spanning calendars, documents, and sponsor interactions.

Qualifications

• Requires a High School Diploma/GED with at least 4 years of administrative or clerical experience in healthcare, academic, or business settings.

Responsibilities

• Coordinate and manage scheduling for participant visits, study procedures, and team meetings.
• Maintain and update shared calendars and conference room bookings.
• Maintain organized digital filing systems (e.g., SharePoint) for study documents and records.
• Process routine administrative tasks such as data entry, formatting, mail distribution, and supply ordering.
• Take notes and track action items during meetings and follow up on tasks.
• Serve as primary contact for participants regarding appointment scheduling and inquiries.
• Assist with onboarding logistics for new staff, including orientation scheduling and paperwork.
• Assist with travel arrangements, reimbursements, and expense tracking for team members.
• Support communication between the research team and sponsors or other departments.

Skills

Scheduling

Calendar management

Communication

Administrative support

Bilingual Spanish (bonus)

Education

High School Diploma/GED

Tools

SharePoint

Job description

University of Texas at Austin is seeking an Administrative Associate for the Freeman Lab in the Department of Neurology. The role supports a multi-study clinical research team focused on Multiple Sclerosis, coordinating scheduling, filing, and communications.

The position is onsite 40 hours per week with some remote flexibility, a one-year fixed-term that can renew based on funding. Early start date is immediate, with RESPONSIBILITIES spanning calendars, documents, and sponsor interactions.