Administrative Associate

Administrative Associate

Dell Medical School is seeking an Administrative Associate. This position has an end date of 8/31/2025, renewable based upon availability of funding, work performance, and progress toward goals.

The Administrative Associate plays a vital role in supporting the operational and administrative functions of departments across the healthcare system. The role is responsible for managing calendars, coordinating meetings, preparing reports, maintaining records, and facilitating internal communications. It serves as a key liaison between departments and external contacts, ensuring smooth day-to-day operations. This position typically reports to a department manager or supervisor and works closely with clinical leaders, physicians, advanced practice providers, and administrative teams.

This role supports mental health programs and initiatives developed through the Texas Child Mental Health Care Consortium, with a focus on providing administrative and operational support for statewide mental health initiatives, including coordinating program activities, maintaining program records, monitoring deliverables, and supporting operational workflows across multiple programs. This requires initiative, critical thinking, and problem-solving skills to address operational needs, streamline workflows, anticipate challenges, and implement effective solutions while functioning with a high degree of autonomy and accountability. Additionally, this position is expected to be onsite all five days of the week and is required to provide front desk coverage.

Responsibilities

• Provides Administrative Support
• Acts as the primary point of contact for front desk coverage and independently manages the reservation and scheduling of office spaces (PODs) and conference rooms.
• Manages calendars and schedules meetings for department leaders and other staff.
• Coordinates receipt and distribution of deliveries and shipments and communicates arrivals to appropriate recipients.
• Maintains organized filing systems, records, and documentation.
• Manages office and work spaces, technology, equipment, and operational inventory, including ordering, tracking, replenishment, storage, and asset documentation.
• Performs routine checks of office spaces, technology, equipment, and peripherals and reports maintenance or service issues.

• Coordinates Departmental Operations
• Assists Program Manager with onboarding and orientation of new staff members.
• Supports departmental projects and process improvement initiatives.
• Tracks and processes invoices, reimbursements, payment requests and assists with procurement processes, tracks purchase orders to support timely payment and renewal of subscriptions.
• Maintains departmental databases and inventory logs.
• Ensures compliance with internal policies and procedures.

• Facilitates Communication
• Assists with contract administration activities, vendor communications, routing approvals, tracking deliverables, maintaining contract documentation, and coordinating with internal business and procurement teams.
• Coordinates logistics for meetings, trainings, and events.
• Responds to routine inquiries and information requests.
• Maintains confidentiality of sensitive and protected information.

• Supports Data and Document Management
• Assists with inventory data entry, validation, and quality assurance.
• Prepares organizational charts, graphs, and visual summaries
• Maintains version control of documents and templates.
• Archives records in accordance with retention policies.

• Assists with Scheduling and Travel
• Coordinates travel arrangements, prepares travel authorizations, submits reimbursement documentation, tracks expenses, and ensures compliance with university and program policies.
• Coordinates logistics for meetings, trainings, events, conferences, and other program activities, including room reservations, space scheduling, attendance tracking, and confirmation of on-site and off-site arrangements.
• Manages calendars and schedules appointments, meetings, conference calls, and other activities for department and program leaders and staff.
• Coordinates office, work spaces and meeting room reservations and supports operational readiness of shared office and work spaces.

• Participates in Continuous Improvement
• Identifies opportunities to streamline administrative processes.
• Participates in team huddles, feedback sessions, and improvement projects.
• Assists with implementation of new tools, systems, or workflows.
• Provides input on administrative procedures and best practices.
• Recommends improvements related to workspace utilization, inventory management, and operational efficiency.

Knowledge/Skills/Abilities

Time Management

• Effectively prioritizes tasks and manages time to meet deadlines and departmental needs.
• Prioritizes urgent tasks and adjusts schedules accordingly.
• Avoids distractions and maintains focus during high-volume periods.
• Plans ahead for recurring responsibilities and deadlines.
• Successfully manages multiple competing priorities while maintaining accuracy and responsiveness.

Organizing

• Demonstrates exceptional attention to detail when managing schedules, inventory records, invoices, payment requests, subscriptions, and operational documentation.
• Maintains structured systems for managing information, tasks, resources, inventory, and equipment.
• Keeps digital and physical files well-organized and accessible.
• Coordinates logistics for meetings and events efficiently.
• Tracks multiple projects, scheduling, shipments, inventory items, and deadlines simultaneously.
• Maintains accurate records of supplies, subscriptions, equipment, and technology assets.

Written Communications

• Provides timely updates and maintains effective communication with leadership, stakeholders, and staff regarding project status, status of operational activities, and emerging issues.
• Drafts concise and accurate emails, memos, and reports.
• Tailors written communication to different audiences.
• Proofreads documents for clarity, spelling, grammar, and formatting.

Customer Focus

• Demonstrates a commitment to meeting the needs of internal and external stakeholders.
• Responds promptly and courteously to inquiries.
• Anticipates the needs of team members and leaders.
• Maintains a helpful and professional demeanor.

Dealing with Ambiguity

• Adapts to changing priorities and unclear situations with flexibility.
• Adjusts to new processes or leadership directions.
• Seeks clarification when needed and remains solution-focused.
• Maintains composure during periods of uncertainty.

Interpersonal Savvy

• Builds positive relationships and communicates effectively with diverse individuals.
• Collaborates well with clinical and administrative colleagues.
• Maintains professionalism in all interactions.
• Resolves conflicts diplomatically and constructively.

Education & Experience

Minimum Qualifications:

Requires a High School Diploma/GED in High School Diploma - General with at least 4 year(s) of experience in administrative or clerical experience in healthcare, academic, or business setting. Relevant education or experience may be substituted as appropriate.

Preferred Qualifications:

Associate's Degree in Business Administration, Healthcare Administration, or a related field.

with at least 5 year(s) of experience in administrative experience in a healthcare environment

Licenses, Registrations or Certifications

Required: None.

Preferred:

Certified Administrative Professional (CAP)

Completion of HIPAA training or certification.

Salary Range: $41,212+ depending on qualifications

Working Environment/Equipment

Standard office equipment and environment

Repetitive use of a keyboard

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest