Administrative Associate- Admissions and Recruiting

UT Southwestern Medical Center; Dallas (TX); On-site; USD 40,000 - 50,000; Full time

Job summary

UT Southwestern Medical Center in Dallas is seeking an administrative support professional to help manage day-to-day operations in the department. You will handle reception, onboarding, purchasing coordination, and facilities support. Schedule: Monday-Friday, 8:00 AM-5:00 PM.

Location: Student Center (M2), 5323 Harry Hines Blvd., Dallas, TX 75390. The role requires a high school diploma and about four years of related experience.

Qualifications

• High school diploma required.
• 4 years related work experience; higher education may substitute.

Responsibilities

• Relieves supervisor of administrative duties and supports unit policies.
• Monitors and maintains unit budget; prepares and submits budgetary reports and assists with annual budget process.
• Coordinates supervisor's schedule; makes travel arrangements and plans meeting itineraries.
• Coordinates recruitment and onboarding processes for division and foreign nationals as directed.
• Provides editorial and administrative support for manuscripts and abstracts; prepares materials for courses, meetings, and conferences.

Education

High School Diploma

Job description

WHY UT SOUTHWESTERN?

With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the No. 1 hospital in Dallas-Fort Worth according to U.S. News & World Report , we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career!

JOB SUMMARY

Works under direction to support the day-to-day administrative and business operations of the department. Responsibilities include coordinating purchasing, travel, accounts payable, onboarding, facilities, technology, asset management, vendor relations, and budget-related activities. Provides daily on-site office coverage, including welcoming visitors and managing the reception area, while also assisting leadership with various administrative needs.

Schedule : Monday-Friday, 8:00 AM-5:00 PM

Location: Student Center (M2), 5323 Harry Hines Blvd., Dallas, TX 75390

BENEFITS

UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

Learn more about these and other UTSW employee benefits!

EXPERIENCE AND EDUCATION

Required

Education: High School Diploma

Experience: 4 years related work experience

May consider higher education completed in lieu of minimum requirements.

JOB DUTIES

• Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university. Reviews department policy manuals periodically to update and institute changes as necessary. May provide comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper level administrator.

• Monitors and maintains unit's budget; provides input to supervisor; prepares and submits various budgetary reports; assists supervisor with annual budget process. May have delegated approval authority for all dollar level expenditures for designated entity; coordinates process for items requiring Chair level approval, and/or has delegated approval authority for these items.

• Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor or outside visitors.

• Coordinates details of faculty and staff recruitment for division. As directed by supervisor or unit head, initiates personnel action documents, including appointment, termination, and/or salary/title changes. Coordinates appointment process for foreign nationals.

• Pre screens staff applicants; coordinates interview process for supervisor and/or unit head. Conducts department/division orientation for administrative and technical staff and training of administrative staff.

• Coordinates scheduling and use of department/division facilities and assets, including making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files.

• Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel.

• Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations.

• Provides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. May provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight.

• Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.

• May provide working supervision for staff of lower rank.

• Performs other duties as assigned.

Knowledge, Skills and Abilities

Work requires knowledge of computers, office equipment, and other administrative tasks.* Work requires ability to monitor and maintain budget. Work requires ability to ensure adheren