Administrative Associate (Freeman Lab)

Job Posting Title: Administrative Associate (Freeman Lab)

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Hiring Department:

Department of Neurology

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Sep 29, 2027

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Location:

AUSTIN, TX

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Job Details:

General Notes

This is a one-year fixed-term position from the date of hire and is renewable based on funding.

This position works onsite 40 hours per week, with flexibility to work from home as research needs allow.

Purpose

The Administrative Assistant/Scheduler provides administrative, scheduling, and coordination support to a multi-study clinical research team focused on Multiple Sclerosis implementation science and outcomes research. This role works closely with the Clinical Research Coordinator staff, Principal Investigator, and study participants to keep day-to-day operations running smoothly across a large portfolio of concurrent research studies. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple calendars and competing priorities, and able to communicate professionally with participants, sponsors, and clinical staff.

Responsibilities

• Coordinate and manage scheduling for participant visits, study procedures, and team meetings across multiple concurrent research studies.
• Maintain and update shared calendars, conference room bookings, and recurring meeting series for the research team.
• Maintain organized digital filing systems (e.g., SharePoint) for study documents, correspondence, and administrative records.
• Process routine administrative tasks such as data entry, document formatting, mail distribution, and supply ordering.
• Take notes and track action items during team meetings; follow up on outstanding tasks.
• Serve as a primary point of contact for study participants regarding appointment scheduling, reminders, rescheduling, and general inquiries.
• Support onboarding logistics for new staff, including scheduling orientation, arranging access/equipment requests, and tracking required paperwork.
• Assist with preparation and organization of materials for regulatory submissions, sponsor visits, and audits.
• Assist with travel arrangements, reimbursement processing, and expense tracking for team members as needed.
• Support communication between the research team and external stakeholders, including sponsors, other departments, and university offices.
• Perform other administrative duties as assigned to support the efficient operation of the research team.

Required 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

• Bilingual in Spanish a bonus.

Salary Range

$42,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Use of manual dexterity.

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.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.