Senior Administrative Associate, Department Psychiatry and Behavioral Sciences, Dell Medical School

Job Posting Title:

Senior Administrative Associate, Department Psychiatry and Behavioral Sciences, Dell Medical School

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Hiring Department:

Department of Psychiatry

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Aug 31, 2023

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This is a grant funded position with an end date of 8/31/23, renewable based upon availability of funding and, work performance.

This position will be assigned on-campus with an expectation to work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable workspace free from distractions. A flexible working arrangement agreement will be required upon offer.

Purpose

To provide administrative and logistical support for two programs administered through the Department of Psychiatry at Dell Medical School, the Texas Child Health Access Through Telemedicine and the Child Psychiatry Access Network.

Responsibilities

• Patient scheduling: Set, confirm, cancel, and reschedule patient appointments. Review appointment consent forms and patient intake information, and assign clinical providers. Track daily, weekly, and monthly appointment patterns related to volume, duration, request origination, provider, and referral. outcomes. Ensure professional and accurate documentation.

• Communications: Prepare general correspondence as needed to respond to requests. Process, route, and respond to inquiries from patients, families, and the public. Maintain accurate and professional correspondence logs, files, information, databases and other tracking systems as necessary. Communicate with other team members, Dell Medical School staff members, electronic health records administrators, and other stakeholders as needed.

• Technical assistance and monitoring: Provide phone and virtual technical assistance related to tele-health scheduling to Dell Medical staff, partners, school district personnel, patients, and patient families. Trouble shoot technical issues, escalating to Dell Medical School or school district information technology departments as needed. Create manuals, instructional videos, workflows, and training materials to promote effective use of hardware and software.

• Meeting and events management: Serve as primary contact person for scheduling virtual and on-site meetings, webinars, and events among Dell Medical clinical and operations staff, Dell Children’s Medical Center partners, and participating school district and medical practice personnel. Manage email correspondence and assemble appropriate reference, technical supports, and back-up materials. Create agendas, arrange logistical details, and organize receipts and documentation necessary for reimbursement.

• Administrative duties: Assist with special projects and related tasks as needed. Participate in team meetings, trainings, and activities designed to drive continuous improvement.

• Other duties as assigned.

Required Qualifications

Bachelor’s degree. Three years of experience with administrative support or customer service functions. Effective communicator with excellent oral, written, and interpersonal communication skills. Proven ability to manage multiple tasks simultaneously with attention to detail, prioritizing assignments to meet deadlines. Outstanding organizational and time-management skills. Highly detail-oriented. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. Basic proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. Ability to work independently with minimal direction. The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system.  At the Dell Medical School we strive to create a vital, inclusive health ecosystem.  To ensure alignment, we follow these fundamental values: https://dellmed.utexas.edu/culture . Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than three years of experience providing administrative support. Start-up experience in any sector. High level of proficiency with at least one video conferencing platform, e.g., Zoom. Experience working in health care or education industry. Basic proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc.  Experience in Athena and Smartsheet. Experience with database management.  

Salary Range

$45,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.