Administrative Associate, Auxiliary Services

The University of Texas Southwestern Medical Center; Dallas, Northern (TX, KY); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

PPO medical plan

Paid Time Off

TRS retirement programs

Paid parental leave

Job summary

UT Southwestern Medical Center seeks an Administrative Associate to support departmental operations. The role involves administrative, technical, financial, facilities, fleet, asset management, and project coordination tasks, requiring initiative and strong problem-solving abilities.

The position focuses on troubleshooting routine tech issues, coordinating service requests, managing vendor payments, maintaining performance metrics, and ensuring efficient day-to-day operations across multiple

Qualifications

• Education: High School Diploma.
• Experience: 4 years related work experience; higher education may be considered.

Responsibilities

• Relieves supervisor of administrative duties and supports upper level administrators.
• Monitors and maintains unit budget; prepares budget reports and assists with annual processes.
• Coordinates supervisor's schedule and travel arrangements.
• Coordinates faculty and staff recruitment processes and appointment actions.
• Pre-screens staff applicants and coordinates interviews.
• Manages scheduling and use of facilities and assets; maintains space records.
• Approves vacation and sick leave transactions and interprets related policies.
• Prepares complex reports and supports special projects and presentations.

Skills

Organizational skills

Detail-oriented

Initiative

Problem solving

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

The Administrative Associate serves as a key operational resource responsible for supporting and improving departmental operations through a broad range of administrative, technical, financial, facilities, fleet, asset management, and project coordination functions. This role is designed for a highly organized, detail‑oriented, and self‑motivated professional who takes initiative, thrives on solving complex problems, and is committed to seeing issues through to resolution with minimal supervision.

The position is responsible for troubleshooting and resolving routine technology issues involving computers, printers, and other technology, coordinating facility‑related service requests and repairs; supporting fleet operations through management of vehicle records, inspections, maintenance schedules, fuel and driver documentation; processing invoices and monitoring vendor payments; maintaining operational and performance metric data; supporting contract administration activities; and managing equipment, inventory, and asset records. The Administrative Associate serves as a central point of coordination among vendors, service providers, facilities personnel, IT teams, and departmental stakeholders to ensure efficient day‑to‑day operations and successful execution of operational priorities and projects.

Success in this role requires exceptional attention to detail, strong analytical and organizational skills, persistence in resolving issues, and the ability to independently manage multiple priorities in a fast‑paced environment. The ideal candidate is resourceful, curious, and proactive, consistently identifying opportunities to improve processes, enhance operational efficiency, and implement sustainable solutions.

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.