Senior Administrative Associate, Clinical Operations

Senior Administrative Associate, Clinical Operations

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.

CPAN and PeriPAN are interdisciplinary clinical services programs intended to offer primary care clinic providers and OBGYNs prompt access to on-call psychiatrists to provide expertise in assessment, treatment, and referrals for pediatric and/or perinatal patients identified as having a mental health challenge.

This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women. The University of Texas Dell Medical School (DMS) is a Health Related Institution (HRI) for the TCMHCC.

A flexible working arrangement agreement can be accommodated based upon the needs of the program and with supervisor approval. This position may require occasional work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable private workspace free from distractions.

This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

The Senior Administrative Associate provides high-level advanced and complex administrative support for a department. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records and is crucial for ensuring efficient office operations and supporting overall organizational goals.

Essential Job Functions:

Calendar Management and Scheduling

Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.

Performs clinical administrative functions to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.

Works with other staff to facilitate easy workflow.

Coordinates and schedules staff travel and agendas, plans special events and manages contact lists and continuing education

Facilitates scheduling coordination across internal teams and external partner organizations to ensure appropriate 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 and adjust schedules as needed to ensure continuous clinical coverage.

Monitor scheduling changes and ensure updates are documented and communicated to relevant stakeholders.

Communication Management

Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.

Manages shared program email inbox and program phone line and handles incoming and outgoing communications.

Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned leader(s).

Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.

Triage and respond to inquiries, including provider questions, referral requests, and general program communications.

Ensures program materials and related documents are properly organized and accessible within shared repositories.

Serves as a point of contact for program support requests, including system and application-related inquiries.

Triage issues and coordinate resolution with appropriate internal teams (e.g., IT), escalating as needed.

Communicates updates, issues, and resolutions to stakeholders to ensure awareness and timely follow-up.

Meeting and Project Coordination

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.

Coordinates and supports preparation activities for program service workflows and Direct Patient Consultations (DPC).

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.

Supports coordination of program initiatives, including recruitment, onboarding, outreach and training activities.

Schedules and coordinates interviews, meetings, and related logistics (e.g., calendars, materials, space coordination).

Assists with onboarding processes and materials to support new team members.

Coordinates training schedules and support implementation of program activities.

Document Management

Maintains and organizes important documents and records.

Prepares reports, presentations, and other documents as needed.

Ensures confidentiality and security of sensitive information.

Manages assigned databases, entering date, coordinating approvals, and sending emails.

Updates and manages program dashboards, including content, flyers, and supporting documentation.

Maintains and revises program manuals and communication materials to ensure consistency and alignment with current processes.

Organize and maintain shared drives and document repositories (e.g., Google Drive), ensuring materials are properly stored and accessible.

Track updates to program resources and ensure changes are documented and communicated to relevant stakeholders.

Create, update, and maintain standard operating procedures (SOPs) and reference materials.

Develop and organize resource libraries and user guides to support program activities.

Maintain and update program reference guides and documentation to ensure accuracy and consistency.

Assists with maintaining program records, tracking systems, and reporting dashboards to ensure accuracy and completeness.

Supports review of documentation, spreadsheets, and system entries to ensure data integrity and consistency.

Monitors task completion and record accuracy, identifying and escalating discrepancies as appropriate.

Maintains documentation related to program processes, tracking tools, and reporting systems.

Financial Support

Processes travel and purchasing reimbursements.

Manages entries in databases and assists with the preparation and completion of the function's annual budget.

Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

Other duties as identified by department

Marginal or Periodic Functions:

Assists with training on applicable UT processes as needed.

Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; Serves as preceptor, mentor, and resource to less experienced staff.

Adheres to internal controls and reporting structure.

Performs related duties as required.

Knowledge/Skills/Abilities

Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.

Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.

Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications.

Demonstrated ability to take initiative, identify issues and develop effective solutions.

Thrives in a dynamic environment, managing multiple priorities while supporting team operations.

Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.

Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.

Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

Education & Experience

Minimum Qualifications:

Requires a High School Diploma/GED in with at least 5 year(s) 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, Tray