Administrative Associate, Kidney Cancer Program

The University of Texas Southwestern Medical Center; Dallas, Northern (TX, KY); Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

PPO medical plan

Paid Time Off

Retirement Programs

Parental Leave Benefit

Tuition Reimbursement

Job summary

UT Southwestern Medical Center in Dallas is seeking an Administrative Associate for the Kidney Cancer Program to support the program director, manage calendars, travel logistics, and day-to-day operations.

The role offers opportunities to contribute to patient care, research, and education within a fast-paced, mission-driven environment, with a comprehensive benefits package and strong professional growth potential.

Qualifications

• Education: High School Diploma.
• Experience: 4 years related work experience; higher education may substitute.
• Bachelor’s degree preferred.

Responsibilities

• Relieves supervisor of administrative duties and manages calendars.
• Coordinate faculty and staff recruitment.
• Plan and support conferences and events for the program.
• Support patient care operations and scheduling.
• Monitor budgets and prepare budget reports.
• Process invoices and expenses; monitor expenditures.
• Prepare materials for projects, grants and courses.
• Provide general office support and ensure policy adherence.

Skills

Calendar management

Travel logistics

Recruitment coordination

Budget management

Communication skills

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!

Administrative Associate – Kidney Cancer Program (KCP)

UT Southwestern Medical Center

The Kidney Cancer Program (KCP) at UT Southwestern Medical Center, a program recognized by the National Cancer Institute with a Specialized Program of Research Excellence (SPORE) award and by D CEO & Dallas Innovates with a finalist Healthcare Innovation Award is seeking an exceptional Administrative Associate to join our high-performing team.

We are seeking a capable, detail-oriented professional with a Bachelor’s degree (preferred) who thrives in a dynamic, mission-driven, fast-paced environment and is motivated to contribute to world-class patient care, groundbreaking research, and leading-edge education.

Key Responsibilities

• Direct Support to Program Director Support program director across the program missions of patient care, research and education including calendar management and travel logistics.
• Drive Recruitment Excellence Coordinate and support faculty and staff recruitment efforts.
• Lead High-Impact Events & Conferences Plan and execute multiple monthly faculty and trainee conferences as well as larger less frequent events including patient facing and educational events.
• Enhance Patient Care Operations Assist with efficient, well-coordinated patient visits supporting an exceptional care experience and a patient advocacy program.
• Ensure Financial Accuracy & Accountability Process expense reports, invoices, and requisitions while monitoring expenditures to support sound financial management.
• Deliver Operational Excellence Support core programmatic administrative functions.
• Perform additional duties in support of program goals as needed.

Why Join KCP?

This role offers the opportunity to work alongside nationally recognized leaders in a collaborative, fast-paced environment directly supporting life-changing care and research. Ideal candidates are proactive, detail-oriented, highly organized, and committed to excellence. For more information, please visit: https://kcp.utsw.edu/

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 adherence to all policies and procedures of university, such as FLSA, salary guidelines, accounting regulations, and internal controls policy.
• Work requires ability to coordinate and work independently on projects.
• Work requires ability to work with confidential information on daily basis.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

Working Conditions

• Office Setting

Salary Information

Salary is commensurate with education, skills, and relevant experience.

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.