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About the Role
The Administrative Assistant/Scheduler provides administrative, scheduling, and coordination support to a multi-study clinical research team focused on Multiple Sclerosis implementation science and outcomes research. This role works closely with the Clinical Research Coordinator staff, Principal Investigator, and study participants to keep day-to-day operations running smoothly across a large portfolio of concurrent research studies. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple calendars and competing priorities, and able to communicate professionally with participants, sponsors, and clinical staff.
Responsibilities
- Coordinate and manage scheduling for participant visits, study procedures, and team meetings across multiple concurrent research studies.
- Maintain and update shared calendars, conference room bookings, and recurring meeting series for the research team.
- Maintain organized digital filing systems (e.g., SharePoint) for study documents, correspondence, and administrative records.
- Process routine administrative tasks such as data entry, document formatting, mail distribution, and supply ordering.
- Take notes and track action items during team meetings; follow up on outstanding tasks.
- Serve as a primary point of contact for study participants regarding appointment scheduling, reminders, rescheduling, and general inquiries.
- Support onboarding logistics for new staff, including scheduling orientation, arranging access/equipment requests, and tracking required paperwork.
- Assist with preparation and organization of materials for regulatory submissions, sponsor visits, and audits.
- Assist with travel arrangements, reimbursement processing, and expense tracking for team members as needed.
- Support communication between the research team and external stakeholders, including sponsors, other departments, and university offices.
- Perform other administrative duties as assigned to support the efficient operation of the research team.
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.
- 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.
Skills
- Highly organized
- Detail-oriented
- Comfortable managing multiple calendars and competing priorities
- Able to communicate professionally with participants, sponsors, and clinical staff
- Bilingual in Spanish a bonus
Location
- AUSTIN, TX
Work Type
- Onsite
- Work from home as research needs allow
- Full-time
Experience Level
- At least 4 year(s) of experience in administrative or clerical experience in healthcare, academic, or business setting
Education Level
- High School Diploma/GED
Salary/Compensations
- $42,000 +
Benefits
- 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
- The University of Texas at Austin is an equal opportunity/affirmative action employer.
- 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.