Administrative Assistant, Department Of Pediatrics, Dell Medical School

Job Posting Title:

Administrative Assistant, Department of Pediatrics, Dell Medical School

Hiring Department:

Department of Pediatrics

Position Open To:

All Applicants

Weekly Scheduled Hours:

15

FLSA Status:

Non-Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue Until Dec 31, 2024

Location:

AUSTIN, TX

Job Details:

General Notes

This is a grant funded position with an end date of 12/31/2024, renewable based upon availability of funding, work performance, and progress. Funding expected to continue till 12/31/2025.

Hours per week: 5-15 hours weekly average

Purpose

Support National Pediatric Readiness Quality Initiative Program with administrative tasks related to participant onboarding and contract routing.

Responsibilities

• Collaborate with the NPRQI Sr. Program Coordinator to provide complex administrative skills requiring the use of initiative and judgment to support the onboarding of program participants. Coordinate, perform, and monitor various administrative functions and processes according to program policies and priorities.

• Support timely routing of contracts and documents.

• Prepare and maintain contracts with external partners.

• Review completed contracts for accuracy and completeness.

• Assist with program onboarding process of external partners.

• Upload signed contract to UTRMS (contract system) for processing.

• Upload signed executed contract to program registration system.

• Communicate with interested participants and assist with navigating onboarding system.

• Other related duties as assigned.

Required Qualifications

High school or GED and at least 3 years clerical experience including 1 year experience at the senior office 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. Computer proficiency. Time management skills. Detail oriented. Excellent written communication. Ability to follow program policies and procedures. Ability to maintain regular, reliable, and punctual attendance. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Prior experience in healthcare and education setting. Prior experience with contracts and data bases. Bachelor's degree. Exceptional customer service skills, awareness and phone etiquette. Ability to anticipate needs and follow through with internal and external customers. Sound judgment in decision-making. Demonstrated ability to be flexible and adaptable to change. Knowledge of UT contracts management system. Knowledge of REDCap database. Proficiency with Microsoft Office and Adobe PDF.

Salary Range

$15.00/hour + depending on qualifications

Working Conditions

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

• 100% remote work (Local Telework)

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.

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.

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.

Background Checks:

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

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.

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.

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.

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

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.