Senior Administrative Associate, Clinical Operations

About the role

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Clinical Operations Associate to work for the Child Psychiatry Access Network (CPAN), the Perinatal Psychiatry Access Network (PeriPAN), and other related programs. These programs offer primary care clinic providers and OBGYNs prompt access to on-call psychiatrists for pediatric and perinatal patients with mental health challenges.

Responsibilities

• Manages complex calendars to prioritize work and ensure efficient workflow.
• Coordinates and schedules staff travel and agendas, plans special events, and manages contact lists and continuing education.
• Schedules and coordinates meetings, trainings, and clinical coverage assignments, including preparing and distributing calendar invitations.
• Facilitates scheduling coordination across internal teams and external partner organizations to ensure appropriate clinical coverage.
• Finds and organizes information internal and external to the University to support decision-making and reporting.
• Manages shared program email inbox and program phone line and handles incoming and outgoing communications.
• Triage and responds to inquiries, including provider questions, referral requests, and general program communications.
• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
• Communicates updates, issues, and resolutions to stakeholders to ensure awareness and timely follow-up.
• Conducts necessary 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, other academic, community-based, and/or private sector entities to support assigned projects and initiatives.
• Schedules DPC appointments and maintains related records within the Electronic Health Record (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.
• Schedules and coordinates interviews, meetings, and related logistics (e.g., calendars, materials, space coordination).
• Affords onboarding processes and materials to support new team members.
• Coordinates training schedules and supports implementation of program activities.
• Maintains and organizes important documents and records.
• Prepares reports, presentations, and other documents as needed.
• 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 materials are properly stored and accessible.
• Tracks updates to program resources and ensures changes are documented and communicated to relevant stakeholders.
• Develops and organizes resource libraries and user guides to support program activities.
• Maintains and updates program reference guides and documentation to ensure accuracy and consistency.
• Affords support for review of documentation, spreadsheets, and system entries to ensure data integrity and consistency.
• Maintains documentation related to program processes, tracking tools, and reporting systems.
• Processes travel and purchasing reimbursements.
• Manages entries in databases and assists with the preparation and completion of the function’s annual budget.
• Schedules travel, maintains records, and processes reimbursements and related activities.

Qualifications

• Requires a High School Diploma/GED with at least 5 years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level.
• Proficiency in electronic systems including, but not limited to, Google Suite, Trayt, Slack, Athena, Calendly.
• Relevant education and experience may be substituted as appropriate.