Coordinates daily administrative functions across academic units.
Maintains records, documentation, and compliance with institutional and regulatory standards.
Supports departmental readiness for audits, inspections, and accreditation reviews.
Ensures timely communication and information flow across teams.
Monitors adherence to internal policies and external regulations.
Administrative support and back up for operational needs (purchase requests, processing payments, invoices, reimbursements, travel, shipping, tracking, and processing participant incentives and student awards.)
Supports Budget and Financial Processes
Assists in preparing and monitoring budgets for clinical and academic departments.
Tracks expenditures, reconciles variances, and supports financial reporting.
Coordinates procurement of supplies, services, and educational materials.
Analyzes cost trends and recommends operational efficiencies.
Collaborates with Finance and Sponsored Programs teams.
Creates or assists with EAJs and submits for necessary approvals aligns with financial tracking and coordination responsibilities.
Creates and submitting contract requests in TCMS may also be tied into procurement and financial reporting functions.
Facilitates Cross-Functional Communication
Serves as liaison between clinical, academic, and administrative stakeholders.
Coordinates meetings, agendas, and follow-up actions.
Supports internal communications and change management initiatives.
Maintains confidentiality and professionalism in all interactions.
Promotes alignment with organizational values and strategic goals.
Communicates and liaises with DMS legal, central Business Contracts and Purchasing office, research contracting, finance and SMEs directly support this function.
Contributes to Quality, Compliance, and Accreditation
Participates in quality improvement and academic program evaluation initiatives.
Tracks and reports key performance indicators (KPIs).
Ensures compliance with HIPAA, ACGME, LCME, and other regulatory bodies.
Assists with policy development and implementation.
Supports departmental readiness for site visits and reviews.
Provides Administrative Support for Projects, Programs, and Professional Development
Assists with planning and execution of special projects and events.
Prepares presentations, reports, and data summaries for leadership.
Coordinates logistics for conferences, training, or research initiatives.
Maintains project documentation and timelines.
Provides administrative support for staff professional development activities, including training registrations, tracking continuing education, and coordinating internal learning opportunities.
Support clinical research administrators on developing processes and tracking of contracts, renewals, amendments, extensions, etc. fits here, especially in terms of project documentation and timelines.
Serve as backup to default contract manager for department is a support function that aligns with this category.
Aid department Grants lead on IRB protocols, track project timelines, and compile documents for grant submission.
Assists with onboarding and orientation of new faculty, staff, or trainees.
Conducts periodic audits of administrative processes and documentation.
Supports internal committees, academic councils, or task forces.
Contributes to community outreach, recruitment, or engagement events.
Assist with HR processing as back up to Associate Director
REQUIRED QUALIFICATIONS:
Bachelor's Degree in Healthcare Administration, Business Administration, Education, or a related field
At least 2 year(s) of experience in administrative or operational experience in a healthcare or academic setting
Experience with Excel, Workday, DEFINE, UT Market, TCM, and other UT systems
Relevant education and experience may be substituted as appropriate
Requirements
Experience working in hosptials/clinics.
Experience supporting research
Benefits
Health insuranceVision insurance
Additional Information
Job Posting Title:
Administrative Specialist ----
Hiring Department:
Department of Population Health ----
Position Open To:
All Applicants ----
Weekly Scheduled Hours:
40 ----
FLSA Status:
Exempt from FLSA ----
Earliest Start Date:
Immediately ----
Position Duration:
Expected to Continue ----
Location:
AUSTIN, TX ----
Job Details:
PURPOSE
The Administrative Specialist provides operational and administrative work within the Department of Ophthalmology. This role supports departmental efficiency, compliance, and coordination in environments that may include research programs and academic training divisions. The Administrative Specialist works closely with researchers, educators, and administrative peers to ensure smooth execution of day-to-day operations, support academic and clinical program goals, and facilitate collaboration across functional areas. This position does not typically include direct supervisory responsibilities but may serve as a lead or coordinator for projects and initiatives.
Utaustin · Austin, TX