Administrative Associate, Scheduling & Support, TCHATT Operations, Psychiatry and Behavioral Sciences, Dell Medical School

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking an Administrative Associate, Scheduling & Support, TCHATT Operations. This position has an end date of 08/31/25, renewable based upon availability of funding, work performance, and progress toward goals. Employees will work 40 hours a week Monday through Friday with flexibility and supervisor approval between the hours of 7AM-7PM.

The Administrative Associate, Scheduling & Support, TCHATT Operations will assist the Texas Child Health Access through Telemedicine (TCHATT) program and related programs with conducting appointments to gather required documents and paperwork, creating and updating patient charts, scheduling telehealth appointments for patients in an electronic health record system, and other related duties.

• Schedule patient appointments as requested in collaboration with clinicians, school staff members and families via video calls, phone calls, and email.

• Conduct appointments with school staff members and families to gather and review needed information and forms to create client charts in the electronic health records system.

• Establish and maintain effective working relationships with the internal team at Dell Medical School and Dell Children's Medical Team and external community and school partners. Navigate all contacts appropriately across multiple virtual platforms. Provide support and training for school partners on our internal processes and procedures.

• Provide response and assistance to patients via electronic multi-media requests (email, chat, web, etc.).

• Complete appointment confirmation calls, ensuring patients attend their appointment. Offer technical assistance and monitoring support for external partners.

• Manage clinician schedules in electronic platforms. Create manuals, instructional videos, workflows, and training materials.

• Other duties as assigned

Bachelor's degree and one year of clerical experience at the Administrative Assistant level in a medical or mental health setting or high school graduation or GED, and five years of clerical experience in a medical or mental health setting, including one year of experience at the Administrative 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. Capable of documenting patient communication and clinical chart notes accurately and appropriately. Excellent verbal and written communication. Exceptional customer service skills and phone etiquette. Ability to anticipate needs and follow through with internal and external customers. Ability to follow directions. Ability to communicate effectively in a clear, understandable, and professional manner with patients and healthcare professionals, including the ability to explain registration policies and procedures. Sound judgment in decision-making. Ability to maintain regular, reliable, and punctual attendance.

Relevant education and experience may be substituted as appropriate.

Experience with data entry into electronic health record systems. Demonstrated ability to be flexible and adaptable to change. Proficient with at least one (1) virtual meeting system (eg, Zoom). Proficient with a least one (1) project management system (eg Smartsheet). Proficient in at least one electronic medical records system, eg, Athena. Knowledge of products, services, and best practices related to mental health service delivery via telehealth. Knowledge of HIPPA and FERPA regulations related to student services and mental health. Bilingual in English and Spanish.

$41,000+ depending on qualifications

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Occasional weekend, overtime and evening work to meet deadlines

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.