Senior Administrative Associate, Clinical Operations

The University of Texas at Austin; Austin (TX); On-site; USD 42,303 - 57,233; Full time

Job summary

The University of Texas at Austin is seeking a Senior Administrative Associate, Clinical Operations in Austin, TX. This role provides high-level administrative support, managing complex schedules, coordinating meetings, handling correspondence, and maintaining records to ensure efficient office operations aligned with departmental goals.

Key responsibilities include calendar management, travel coordination, event planning, document control, and financial support such as reimbursements.

Qualifications

• High School Diploma or GED with 5+ years of administrative experience.
• Experience with Google Suite, Trayt, Slack, Athena, Calendly.

Responsibilities

• Manage complex calendars and schedules for department leadership.
• Coordinate meetings and travel, and prepare agendas and minutes.
• Handle correspondence and maintain records and databases.
• Coordinate project activities across departments and external partners.
• Maintain program documentation, SOPs, and dashboards.
• Process travel and purchasing reimbursements and assist with budget tasks.
• Support onboarding, training, and program initiatives.

Skills

Calendar management

Communication

Meeting coordination

Document management

Financial administration

Project coordination

Office software

Education

High School Diploma or GED with 5+ years administrative experience

Tools

Google Suite

Trayt

Slack

Athena

Calendly

CRM tools

Microsoft Office

Job description

Senior Administrative Associate, Clinical Operations

Location: Austin, TX

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt

Job Summary

The Senior Administrative Associate provides high-level advanced and complex administrative support for a department, managing complex schedules, coordinating meetings, handling correspondence, and maintaining records to ensure efficient office operations and support overall organizational goals.

Essential Job Functions

Calendar Management and Scheduling

• Manages complex calendars to prioritize work schedules and flow of work products, requiring independent and collaborative decision-making.
• Performs clinical administrative functions to meet critical deadlines by allocating personnel and resources for efficient workflow and ensuring protocols are followed.
• Works with other staff to facilitate easy workflow.
• Coordinates and schedules staff travel and agendas, plans special events, and manages contact lists and continuing education.
• Facilitates scheduling coordination across internal teams and external partner organizations to ensure appropriate clinical coverage.
• Schedules meetings, trainings, and clinical coverage assignments, preparing and distributing calendar invitations.
• Manages the CPAN and PeriPAN hotline schedule and Central Operating Support Hub (COSH) calendar updates.
• Tracks and coordinates clinician time‑off requests and adjusts schedules as needed to ensure continuous clinical coverage.
• Monitors scheduling changes and ensures updates are documented and communicated to relevant stakeholders.

Communication Management

• Finds and organizes information internal and external to the University to support decision‑making and reporting efficiently.
• Manages shared program email inbox and phone line, handling incoming and outgoing communications.
• Prepares routine, well‑written correspondence for distribution and on behalf of assigned leader(s).
• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems.
• Triage and respond to inquiries, including provider questions, referral requests, and general program communications.
• Ensures program materials and documents are properly organized and accessible within shared repositories.
• Serves as point of contact for program support requests, including system and application‑related inquiries.
• Triage issues and coordinate resolution with appropriate internal teams (e.g., IT), escalating as needed.
• Communicates updates, issues, and resolutions to stakeholders to ensure awareness and timely follow‑up.

Meeting and Project Coordination

• Conducts research and compiles data for decision‑making.
• Coordinates with various departments to support project execution.
• Schedules, attends, and takes minutes for meetings as needed.
• Works collaboratively with Dell Medical School departments, university offices, UT System, and other entities to support assigned projects and initiatives.
• Coordinates and supports preparation activities for program service workflows and Direct Patient Consultations (DPC).
• Schedules DPC appointments and maintains related records within the EHR system.
• Distributes DPC intake materials, consent forms, and required documentation to support service delivery.
• Prepares and maintains electronic records and documentation in alignment with established processes.
• Supports coordination of program initiatives, including recruitment, onboarding, outreach, and training activities.
• Schedules and coordinates interviews, meetings, and related logistics (e.g., calendars, materials, space coordination).
• Assists with onboarding processes and materials to support new team members.
• Coordinates training schedules and supports implementation of program activities.

Document Management

• Maintains and organizes important documents and records.
• Prepares reports, presentations, and other documents as needed.
• Ensures confidentiality and security of sensitive information.
• Manages assigned databases, coordinating approvals and sending emails.
• Updates and manages program dashboards, including content, flyers, and supporting documentation.
• Maintains and revises program manuals and communication materials to ensure consistency and alignment with current processes.
• Organizes and maintains shared drives and document repositories (e.g., Google Drive), ensuring proper storage and accessibility.
• Tracks updates to program resources and ensures changes are documented and communicated to stakeholders.
• Creates, updates, and maintains standard operating procedures (SOPs) and reference materials.
• Develops and organizes resource libraries and user guides to support program activities.
• Maintains and updates program reference guides and documentation for accuracy and consistency.
• Assists with maintaining program records, tracking systems, and reporting dashboards for accuracy and completeness.
• Supports review of documentation, spreadsheets, and system entries for data integrity and consistency.
• Monitors task completion and record accuracy, identifying and escalating discrepancies as appropriate.
• Maintains documentation related to program processes, tracking tools, and reporting systems.

Financial Support

• Processes travel and purchasing reimbursements.
• Manages entries in databases and assists with preparation and completion of the function’s annual budget.
• Assists in scheduling travel, maintaining records, and processing reimbursements and related activities.

Marginal or Periodic Functions

• Assists with training on applicable UT processes as needed.
• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department‑based goals.
• Serves as preceptor, mentor, and resource to less experienced staff.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Knowledge, Skills and Abilities

• Skillful in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.
• Excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.
• Perceptive in reviewing work, following up on details, noting and correcting errors in documents and communications.
• Demonstrated ability to take initiative, identify issues and develop effective solutions.
• Thrives in a dynamic environment, managing multiple priorities while supporting team operations.
• Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.
• Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.
• Maintains positive relationships with colleagues and stakeholders, collaborates effectively across the organization, demonstrates empathy and resolves conflicts amicably.

Education and Experience

Minimum Qualifications

• High School Diploma or GED with at least 5 years of experience in a supportive administrative/clerical function, including 2 years at either the Administrative Assistant or Administrative Associate level.
• Proficiency in electronic systems including Google Suite, Trayt, Slack, Athena, Calendly.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Related experience in a medical, mental health, or education setting.
• Experience with patient communication and protected health information.
• Experience with database management.
• Bilingual fluency in English/Spanish.
• Working knowledge of UT policies and procedures.
• Demonstrated problem‑solving experience managing complex calendars.

Salary Range

$49,768 + depending on qualifications