Senior Administrative Associate, Clinical Operations

This position supports the Department of Psychiatry and Behavioral Sciences at the Dell Medical School, specifically for the Child Psychiatry Access Network (CPAN), the Perinatal Psychiatry Access Network (PeriPAN), and related programs. CPAN and PeriPAN provide primary care providers and OBGYNs with prompt access to on-call psychiatrists for assessment, treatment, and referrals for pediatric and perinatal patients with mental health challenges. This state-funded role is sponsored by the Texas Child Mental Health Care Consortium (TCMHCC).

A flexible working arrangement may be accommodated, with occasional on-site work required. Remote work requires reliable internet and a distraction-free workspace. This position is expected to continue until August 31, 2027, with potential renewal based on funding and performance.

About the Role

The Senior Administrative Associate provides high-level, complex administrative support, ensuring efficient office operations and supporting organizational goals. Key responsibilities include managing schedules, coordinating meetings, handling correspondence, and maintaining records.

Responsibilities

• Calendar Management and Scheduling:
  • Manage complex calendars, prioritizing workflows and reprioritizing as needed.
  • Perform clinical administrative functions to meet deadlines, ensuring protocols and deliverables are met.
  • Coordinate staff travel, agendas, special events, and continuing education.
  • Facilitate scheduling across internal teams and external partners to ensure clinical coverage.
  • Schedule meetings, trainings, and clinical coverage assignments, including preparing and distributing calendar invitations.
  • Manage the CPAN and PeriPAN hotline schedule and Central Operating Support Hub (COSH) calendar updates.
  • Track and coordinate clinician time-off requests, adjusting schedules to maintain continuous coverage.
  • Monitor scheduling changes and communicate updates to stakeholders.
• Communication Management:
  • Organize internal and external information to support decision-making and reporting.
  • Manage shared program email inboxes and phone lines, handling incoming and outgoing communications.
  • Prepare routine and complex correspondence for distribution on behalf of leadership.
  • Maintain correspondence logs, files, databases, and tracking systems.
  • Triage and respond to inquiries, including provider questions, referral requests, and general program communications.
  • Ensure program materials are organized and accessible in shared repositories.
  • Serve as a point of contact for program support requests, including system and application-related inquiries.
  • Triage issues and coordinate resolution with internal teams (e.g., IT), escalating as needed.
  • Communicate updates, issues, and resolutions to stakeholders.
• Meeting and Project Coordination:
  • Conduct research and compile data for decision-making.
  • Coordinate with departments to support project execution.
  • Schedule, attend, and take minutes for meetings.
  • Collaborate with Dell Medical School departments, University offices, UT System, and external entities to support projects.
  • Coordinate preparation activities for program service workflows and Direct Patient Consultations (DPC).
  • Schedule DPC appointments and maintain records in the Electronic Health Record (EHR) system.
  • Distribute DPC intake materials, consent forms, and required documentation.
  • Prepare and maintain electronic records in alignment with established processes.
  • Support program initiatives, including recruitment, onboarding, outreach, and training.
  • Schedule and coordinate interviews, meetings, and logistics (e.g., calendars, materials, space).
  • Assist with onboarding processes and materials for new team members.
  • Coordinate training schedules and support implementation of program activities.
• Document Management:
  • Maintain and organize documents and records, ensuring confidentiality and security.
  • Prepare reports, presentations, and other documents as needed.
  • Manage assigned databases, entering data, coordinating approvals, and sending emails.
  • Update and manage program dashboards, including content, flyers, and supporting documentation.
  • Maintain and revise program manuals and communication materials for consistency.
  • Organize and maintain shared drives and document repositories (e.g., Google Drive).
  • Track updates to program resources and communicate changes to stakeholders.
  • Create, update, and maintain standard operating procedures (SOPs) and reference materials.
  • Develop and organize resource libraries and user guides.
  • Maintain and update program reference guides and documentation.
  • Assist with maintaining program records, tracking systems, and reporting dashboards.
  • Review documentation, spreadsheets, and system entries for data integrity.
  • Monitor task completion and record accuracy, escalating discrepancies as needed.
• Financial Support:
  • Process travel and purchasing reimbursements.
  • Manage entries in databases and assist with annual budget preparation.
  • Schedule travel, maintain records, and process reimbursements.
• Additional Duties:
  • Assist with training on UT processes as needed.
  • Promote professional growth through continuing education and skills competency.
  • Serve as a mentor and resource to less experienced staff.
  • Adhere to internal controls and reporting structures.

Qualifications

• Minimum Qualifications:
  • High School Diploma/GED with at least 5 years of administrative/clerical experience, including 2 years at the Administrative Assistant or Administrative Associate level.
  • Proficiency in electronic systems, including Google Suite, Trayt, Slack, Athena, and Calendly.
• Preferred Qualifications:
  • Experience in a medical, mental health, or education setting.
  • Experience with patient communication and protected health information (PHI).
  • Database management experience.
  • Bilingual fluency (English/Spanish).
  • Working knowledge of UT policies and procedures.
  • Demonstrated problem-solving experience managing complex calendars.

Skills

• Proficiency in office tools, databases, and communication platforms (e.g., Microsoft Office Suite, CRM tools).
• Excellent verbal and written communication skills.
• Strong attention to detail and ability to identify and correct errors.
• Ability to take initiative, identify issues, and develop solutions.
• Ability to manage multiple priorities in a dynamic environment.
• Strong organizational and time-management skills.
• Ability to build and maintain positive relationships with colleagues and stakeholders.
• Collaborative mindset with empathy and conflict-resolution skills.

Pay

$49,768+ depending on qualifications.

Schedule

• Full-time (40 hours per week).
• Non-exempt FLSA status.
• Expected duration: July 20, 2026 – August 31, 2027, with potential renewal based on funding and performance.
• Flexible working arrangement possible, with occasional on-site work required.