Administrative Associate, Auxiliary Services

University of Texas Southwestern Medical Center; Dallas (TX); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

PPO medical plan

Paid Time Off

Retirement plan

Parental leave

Tuition reimbursement

Public Service Loan Forgiveness (PSLF)

Job summary

UT Southwestern Medical Center in Dallas, TX seeks an Administrative Associate to support departmental operations, manage budgets, and coordinate facilities and personnel tasks. This role requires strong independent work skills, problem solving, and effective vendor and stakeholder collaboration.

Responsibilities include preparing financial reports, scheduling, travel planning, recruitment coordination, and maintaining inventory and space records.

Qualifications

• Administrative and technical support duties for department operations.
• Experience with budgeting, invoicing, and financial reporting.
• Strong problem-solving, independent work style, and cross-functional communication.

Responsibilities

• Relieve supervisor of routine administrative duties and ensure policy adherence.
• Monitor and assist with unit budget; prepare budget reports and coordinate expenditures.
• Coordinate supervisor’s schedule, travel, and meeting itineraries for visitors.
• Manage recruitment processes for division; assist with appointments and salary changes.
• Screen staff applicants, coordinate interviews, and conduct orientation for staff.
• Coordinate space, equipment, and asset management, including purchases and inventory.
• Approve leave transactions and explain leave policies to unit personnel.
• Prepare complex reports and support grants and contracts where applicable.
• Maintain sub-ledgers, reconciliations, and fund usage.

Skills

Administrative support

Budget management

Scheduling & travel

Vendor coordination

Customer service

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 number 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 assist with management of administrative and/or business functions of department, division, or unit. The Administrative Associate provides comprehensive support for departmental operations by performing a wide range of technical, financial, facilities, fleet management, asset management, and administrative functions. This position is responsible for basic troubleshooting of computers, printers, and other office technology; coordinating facility-related service requests; supporting fleet management activities including vehicle records, inspections, maintenance scheduling, and driver documentation; processing invoices and monitoring vendor payments; maintaining performance metric data; supporting contract administration; and managing equipment and inventory records. The role requires strong problem-solving skills, the ability to work independently, and effective coordination with vendors, facilities personnel, fleet service providers, and internal stakeholders to ensure efficient day-to-day operations and successful completion of projects.

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.

SECURITY AND EEO STATEMENT

Security

This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.

EEO

UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.