Impress employers and recruiters.
Choose from hundreds of resume examples.

Target Resume Now

About the Role

The Administrative Associate plays a vital role in supporting the operational and administrative functions of departments across the healthcare system. This role supports mental health programs and initiatives developed through the Texas Child Mental Health Care Consortium, with a focus on providing administrative and operational support for statewide mental health initiatives, including coordinating program activities, maintaining program records, monitoring deliverables, and supporting operational workflows across multiple programs. This requires initiative, critical thinking, and problem-solving skills to address operational needs, streamline workflows, anticipate challenges, and implement effective solutions while functioning with a high degree of autonomy and accountability. Additionally, this position is expected to be onsite all five days of the week and is required to provide front desk coverage.

Responsibilities

Acts as the primary point of contact for front desk coverage and independently manages the reservation and scheduling of office spaces (PODs) and conference rooms.
Manages calendars and schedules meetings for department leaders and other staff.
Coordinates receipt and distribution of deliveries and shipments and communicates arrivals to appropriate recipients.
Maintains organized filing systems, records, and documentation.
Manages office and work spaces, technology, equipment, and operational inventory, including ordering, tracking, replenishment, storage, and asset documentation.
Performs routine checks of office spaces, technology, equipment, and peripherals and reports maintenance or service issues.
Assists Program Manager with onboarding and orientation of new staff members.
Supports departmental projects and process improvement initiatives.
Tracks and processes invoices, reimbursements, Payment requests and assists with procurement processes, tracks purcahse orders to support timey payment and renewal of subscriptions.
Maintains departmental databases and inventory logs.
Ensures compliance with internal policies and procedures.
Assists with contract administration activities, vendor communications, routing approvals, tracking deliverables, maintaining contract documentation, and coordinating with internal business and procurement teams.
Coordinates logistics for meetings, trainings, and events.
Responds to routine inquiries and information requests.
Maintains confidentiality of sensitive and protected information.
Assists with inventory data entry, validation, and quality assurance.
Prepares organizational charts, graphs, and visual summaries
Maintains version control of documents and templates.
Archives records in accordance with retention policies.
Coordinates travel arrangements, prepares travel authorizations, submits reimbursement documentation, tracks expenses, and ensures compliance with university and program policies.
Coordinates logistics for meetings, trainings, events, conferences, and other program activities, including room reservations, space scheduling, attendance tracking, and confirmation of on-site and off-site arrangements.
Manages calendars and schedules appointments, meetings, conference calls, and other activities for department and program leaders and staff.
Coordinates office, work spaces and meeting room reservations and supports operational readiness of shared office and work spaces.
Identifies opportunities to streamline administrative processes.
Participates in team huddles, feedback sessions, and improvement projects.
Assists with implementation of new tools, systems, or workflows.
Provides input on administrative procedures and best practices.
Recommends improvements related to workspace utilization, inventory management, and operational efficiency.
Other duties as identified by department

Requirements

Requires a High School Diploma/GED in High School Diploma - General with at least 4 year(s) of experience in administrative or clerical experience in healthcare, academic, or business setting.
Relevant education or experience may be substituted as appropriate.
Associate's Degree in Business Administration, Healthcare Administration, or a related field.
At least 5 year(s) of experience in administrative experience in a healthcare environment
Certified Administrative Professional (CAP)
Completion of HIPAA training or certification.
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
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.
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.

Skills

Time Management
Effectively prioritizes tasks and manages time to meet deadlines and departmental needs.
Prioritizes urgent tasks and adjusts schedules accordingly.
Avoids distractions and maintains focus during high-volume periods.
Plans ahead for recurring responsibilities and deadlines.
Successfully manages multiple competing priorities while maintaining accuracy and responsiveness.
Organizing
Demonstrates exceptional attention to detail when managing schedules, inventory records, invoices, payment requests, subscriptions, and operational documentation.
Maintains structured systems for managing information, tasks, resources, inventory, and equipment.
Keeps digital and physical files well-organized and accessible.
Coordinates logistics for meetings and events efficiently.
Tracks multiple projects, scheduling, shipments, inventory items, and deadlines simultaneously.
Maintains accurate records of supplies, subscriptions, equipment, and technology assets.
Written Communications
Provides timely updates and maintains effective communication with leadership, stakeholders, and staff regarding project status, status of operational activities, and emerging issues.
Drafts concise and accurate emails, memos, and reports.
Tailors written communication to different audiences.
Proofreads documents for clarity, spelling, grammar, and formatting.
Customer Focus
Demonstrates a commitment to meeting the needs of internal and external stakeholders.
Responds promptly and courteously to inquiries.
Anticipates the needs of team members and leaders.
Maintains a helpful and professional demeanor.
Dealing with Ambiguity
Adapts to changing priorities and unclear situations with flexibility.
Adjusts to new processes or leadership directions.
Seeks clarification when needed and remains solution-focused.
Maintains composure during periods of uncertainty.
Interpersonal Savvy
Builds positive relationships and communicates effectively with diverse individuals.
Collaborates well with clinical and administrative colleagues.
Maintains professionalism in all interactions.
Resolves conflicts diplomatically and constructively.

Location

AUSTIN, TX

Work Type

Onsite

Experience Level

4+ years of experience in administrative or clerical experience
5+ years of experience in administrative experience in a healthcare environment

Education Level

High School Diploma/GED
Associate's Degree in Business Administration, Healthcare Administration, or a related field.

Salary/Compensations

$41,212+

Benefits

Retirement Plan Eligibility: Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

About the Company

Dell Medical School is seeking an Administrative Associate.
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.
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.
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015.

Equal Opportunity

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.