Administrative Associate (Freeman Lab) at The University of Texas at Austin in Austin, TX

Job description

Job Posting Title: Administrative Associate (Freeman Lab) ---- Hiring Department: Department of Neurology ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until Sep 29, 2027 ---- Location: AUSTIN, TX ---- 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 wi