Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Associate, Department of Psychiatry and Behavioral Sciences, Dell Medical School in Austin, Texas
Coordinate, perform, and monitor various administrative functions and processes according to program policies and priorities, including payment and purchase requests, invoice submission, travel reimbursement, contracts submission, calendar management, and HR submissions. Schedule time for communications and document review.Assist with building and updating project and task trackers, catalogues, reference sheets and/or project management software for projects related to contracts, hiring, inventory, performance and retention schedules. Maintain FAQs, dashboards, workflows, and instructions to ensure operational efficiency in staff and student onboarding, training, and off-boarding cycle. Track delivery of vendor variables. Organize and keep records (e.g., organizational charts, job postings, current team member resumes, etc.). Coordinate and assist with policy and process drafting and documentation across various teams and systems.May assist with drafting documents such as job descriptions, scopes of work, contract amendments, and policy. With awareness and reference to Consortium, University and Department policy, draft updates and maintain operating procedures.Collaborate with the school, department, external partners, and information technology and other teams to order, track, budget, inventory and ensure appropriate staff, student, and contractor access to hardware, software, office supplies, furniture, and other equipment. Set-up and maintain office space. Address the needs of various in-person/virtual need requests.Assist with meeting and event planning, staff celebrations, preparation, cost estimates, scheduling, room reservations, communication, set-up, and break-down, and other aspects of hybrid (virtual and in-person) meetings and events.Assist with hiring, onboarding and resignation tasks for operational and clinical team members such as collecting and retaining documentation; collaborating with the Department and external partners for onboarding and termination of services and equipment pick-up and return; and gather and process offboarding survey results.Participate in staff meetings and professional development activities. Perform other duties as assigned.