Administrative Associate, Ophthalmology Faculty Affairs

UT Southwestern Medical Center; Dallas (TX); Presencial; USD 40 000 - 55 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Healthcare benefits

Paid time off

On-site childcare

Merit increases

Resumo da oferta

UT Southwestern Medical Center in Dallas seeks an Administrative Associate for the Ophthalmology department. You will deliver day-to-day administrative support, coordinate faculty lifecycle activities, and ensure timely, compliant processes across recruitment, onboarding, and appointments.

The role requires customer-service focus, strong organization, and discretion in handling confidential information within a fast-paced academic setting.

Qualificações

• Customer-service oriented and highly organized in a fast-paced academic environment.
• Strong attention to detail and ability to maintain confidentiality.

Responsabilidades

• Relieve supervisor of administrative duties and understand department policies.
• Provide administrative support to Chairman, Vice Chairman, and senior staff.
• Monitor and report on unit budget; assist with annual budget process.
• Coordinate supervisor's schedule and travel arrangements for visitors.
• Assist with recruitment, onboarding, and foreign national appointments.
• Pre-screen applicants and coordinate department orientations.
• Schedule and manage space, facilities, and asset usage; track inventories.
• Approve leave transactions and interpret leave policies for personnel.
• Prepare complex reports and support publications, presentations, and conferences.

Conhecimentos

Customer service

Organization

Detail-oriented

Confidentiality

Formação académica

High School Diploma

Descrição da oferta de emprego

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

This position will provide day-to-day administrative support for the department of ophthalmology. The ideal candidate is customer-service oriented, highly organized, detail-focused, and capable of handling multiple priorities while maintaining professionalism and confidentiality.

The Administrative Associate will provide administrative and operational support to the department faculty coordinator, assisting with all faculty affairs processes. This role supports the execution and tracking of faculty lifecycle activities, including recruitment, onboarding, appointments, evaluations, and coordination with internal offices, ensuring accuracy, timeliness, and compliance with departmental and university requirements. The position serves as a support resource between candidates, faculty, and internal offices and assists with visa processing in coordination with the International Office. Responsibilities include maintaining documentation, managing process workflows, and supporting reporting and tracking. Success in this role requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced academic environment.

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.