Administrative Associate, Ophthalmology

UT Southwestern Medical Center; Dallas (TX); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Healthcare benefits

Paid time off

On-site childcare

Merit increases

Retirement options

Job summary

UT Southwestern Medical Center is seeking an Administrative Associate in Ophthalmology to provide support to faculty and staff. The role requires strong Microsoft Excel, Word, PowerPoint, and Outlook skills and 4 years of related administrative experience.

The position handles scheduling, travel arrangements, budget monitoring, and back-up coverage for other admins, within a university setting. The department emphasizes reliability, attention to detail, and adherence to policies, with

Qualifications

• High School Diploma required; related college coursework preferred.
• At least 4 years of related admin experience; higher education may substitute.
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.

Responsibilities

• Relieves supervisor of various internal administrative duties; adheres to unit policies.
• Monitors and maintains unit budget; prepares and submits budgetary reports.
• Coordinates supervisor's schedule; arranges travel and meetings.
• Coordinates recruitment details for division; initiates personnel action documents.
• Pre-screens staff applicants and coordinates interview process.
• Coordinates scheduling and use of department facilities and assets.
• Approves vacation and sick leave transactions; interprets policy.

Skills

Administrative support

Microsoft Office Suite

Education

High School Diploma

Tools

PeopleSoft

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?

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 Department of Ophthalmology is seeking an Administrative Associate to provide support to our faculty and staff. Skills needed: Must be proficient in Microsoft Excel, Word, PowerPoint, Outlook

Job Duties Include

• Enter and submit Office Requests via PeopleSoft
• Assisting with Travel and Travel reimbursements
• Scheduling meetings and coordinating meeting material (e.g. presentation, handouts, venue, catering, etc.)
• Entering expense reports for reimbursement
• Provide back-up coverage for other admins as needed

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

• 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

419000 - OP-Department Administration

Schedule

Full-time

Shift

Day Job

Employee Status

Regular

Job Type

Standard

Job Posting

Sep 16, 2026, 1:09:49 AM