Administrative Associate, Nursing Administration

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

Benefits offered by this job

Health insurance

Paid time off

Paid holidays

On-site childcare

Merit increases

Job summary

UT Southwestern Medical Center in Dallas seeks an Administrative Associate to provide advanced administrative and operational support to Nurse Excellence departments. The role coordinates schedules, manages documentation, facilitates communication, and supports departmental goals and initiatives to enable clinical leadership and patient care excellence.

The position requires 4 years of business or administrative experience and a High School Diploma, with some undergraduate education preferred.

Qualifications

• 4 years of business or administrative experience in a university medical center, governmental environment, or equivalent.
• High School Diploma is required.
• Some undergraduate education is preferred.

Responsibilities

• Coordinates administrative functions within the department to ensure policy adherence and operational efficiency.
• Represents the department and manages internal/external relationships, reporting status to top executives.
• Maintains financial and personnel records and coordinates with HR, Purchasing, Accounting, and other departments.
• Provides counsel on administrative matters and prepares complex charts, reports, and materials for meetings.

Skills

Administrative experience

Communication skills

Organizational skills

Education

High School Diploma

Some undergraduate education preferred

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 provides advanced administrative and operational support to the Nurse Excellence departments by coordinating schedules, managing documentation, facilitating communication, organizing meetings and key activities, and supporting departmental goals and initiatives. This highly skilled role manages complex administrative responsibilities, promotes workflow efficiency and organizational effectiveness, and enables nursing leadership and staff to focus on patient care, clinical excellence, and strategic priorities.

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 EmployerLearn more about these and other UTSW employee benefits!

EXPERIENCE AND EDUCATION

Required

• Education High School Diploma

• Experience 4 years Business or administrative experience in a university medical center, governmental environment, or equivalent. May consider higher education completed in lieu of minimum requirements.

Preferred

• Education Some undergraduate education preferred.

JOB DUTIES

• Coordinates administrative functions of various sections within department to ensure universal applications of policy; assists in development and implementation of procedures to ensure operational efficiency.
• Maintains broad organization perspective to effectively carry out internal and external relationships of office, such as coordinating and interacting with other staff services departments concerning financial, budgetary, and personnel matters, and in general represents department in absence of top executive or administrator; reports fiscal and personnel status and activities to top executive.
• Maintains appropriate financial and personnel records. Function as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares on line and paper documents as needed.
• Provides counsel on administrative matters or decisions affecting interdepartmental relationships by supplying information from variety of sources.
• Examines correspondence, determines work priority, and engages in obtaining and dispersing information as appropriate.
• Compiles averages and statistics. Prepares or directs preparation of charts, graphs, slides, and administrative reports as required.
• 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.
• Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor, outside visitors, and official guests. Travel (gathering; input; approval; and follow-up). Includes all personnel for University Hospitals SP and ZL; some physicians.
• Provides professional support for special projects, which include editorial and administrative support for proposals and business plans; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. Takes, transcribes, and distributes minutes for meetings.
• Completes and coordinates complex projects and reports as assigned by supervisor, which may require significant contact with other departments and outside organizations and use of various computer software applications.
• Composes and/or types letters, memorandums, and other non-routine and moderately complex correspondence, which does not require attention of supervisor. Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.
• Triages and routes patient, visitor, and vendor calls.

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.