Administrative Associate, Molecular Biology

UT Southwestern Medical Center

Dallas (TX)

On-site

USD 42,000 - 65,000

Full time

7 days ago

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Benefits offered by this job

PPO medical plan

Preventive healthcare coverage

Paid Time Off

Retirement Programs

Paid Parental Leave

Wellness programs

Tuition Reimbursement

PSLF Qualified Employer

Benefits overview

Job summary

UT Southwestern Medical Center in Dallas is seeking an Administrative/Clerical professional to support a research department. The role includes managing general administrative duties, preparing budget reports, handling travel, and supporting grant-related tasks for faculty and staff.

You will coordinate recruitment, process personnel actions, maintain ledgers, and assist with procurement and space management, contributing to a compliant and efficient department workflow.

Qualifications

Education: High School Diploma.
Experience: 4 years related work experience; may consider higher education in lieu of minimum requirements.

Responsibilities

Relieves supervisor of internal administrative duties.
Monitors and maintains unit's budget; prepares budget reports.
Coordinates supervisor's schedule and travel.
Coordinates faculty/staff recruitment and foreign national appointments.
Pre screens staff applicants; coordinates interview process.
Coordinates facilities, space, and asset usage.
Approves leave transactions and interprets policies.
Prepares complex reports and supports manuscripts and presentations.
Maintains sub-ledgers and reconciles accounts.
May supervise junior staff.
Performs other duties as assigned.

Skills

Administrative support

Budget monitoring

Travel coordination

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!

WHY UT SOUTHWESTERN

Job Summary

Works under direction to assist with management of administrative and/or business functions of department, division, or unit. Provides broad range of administrative support duties for three to four research faculty and their laboratory staff, as well as for Department. Duties include interpretation of extramural sponsor guidelines to submit grant applications and progress reports. Also, develops budgets and submits rebudgeting requests and miscellaneous grantor-related requests for SPA review. Assists faculty with review of their monthly financial reports to review remaining balances, expense details, and personnel salary sources/effort. Also, responsible for recording and following up on any financial action items, such as transfer of unallowable charges or personnel sourcing changes. Processes HCM forms for lab staff personnel actions and requests for visas. Processes travel arrangements, authorizations, and expense reimbursements. Processes invoice payments and internal service requests.

Benefits

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!

Required

EXPERIENCE AND EDUCATION

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.

Primary Location

Texas-Dallas-5323 Harry Hines Blvd

Work Locations

5323 Harry Hines Blvd

Job

Administrative/Clerical

Organization

357000 - ML-Department Administration

Schedule

Full-time

Shift

Day Job