General Notes

This position has an end date of 8/31/2026, renewable based upon availability of funding, work performance, and progress toward goals. Employee will work 40 hours a week Monday through Friday between the hours of 8AM-5PM with possibility of occasional weekend, overtime, and evening work to meet deadlines.

Work Location: 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

Assist with the administrative and operational aspects of implementing and sustaining the Child and Adolescent Behavioral Health and Texas Child Mental Health programs such as operational policy and procedures, human resources, contracts, logistics, technology, facilities, and other related duties. Relieves the Dell Medical School, Child and Adolescent Behavioral Health Director of a large volume of complex decisions.

Responsibilities

• 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. Schedules time for communications and document review.

• Assists 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 FAQ’s, 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.). Coordinating and assisting 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, drafts updates and maintains operating procedures.

• Collaborates 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. Addresses 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.

• Assists 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.

Required Qualifications

• Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required.

• Excellent written communication

• Ability to maintain regular, reliable, and punctual attendance

• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Prior experience in healthcare or education setting

• Demonstrated ability to be flexible and adapt to change

Salary Range

$40,000+ depending on qualifications

Working Conditions

• May work around chemical fumes

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Occasional weekend, overtime and evening work to meet deadlines

• Field work as necessary

• Able to work remotely in a private, safe space.

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.