Administrative Associate, Ophthalmology Faculty Affairs

UT Southwestern Medical Center

Dallas (TX)

On-site

USD 42,000 - 52,000

Full time

6 days ago

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Benefits offered by this job

PPO health plan

Paid time off

Retirement program

Paid parental leave

Wellness program

Tuition reimbursement

PSLF qualified employer

Job summary

UT Southwestern Medical Center in Dallas, TX is seeking an Administrative/Clerical staff member to provide day-to-day support for the Ophthalmology department. The ideal candidate is organized, details-focused, and capable of handling multiple priorities with professionalism and confidentiality.

The Administrative Associate will assist with faculty lifecycle activities, recruitment, onboarding, appointments, and visa coordination with the International Office, ensuring accuracy and compliance in

Qualifications

Education requirement is a High School Diploma.
Experience: 4 years related work experience; higher education may substitute.

Responsibilities

Relieves supervisor of internal administrative duties and ensures policy adherence.
Monitors unit budget and prepares budgetary reports; may coordinate chair-level approvals.
Coordinates supervisor's schedule and travel arrangements.
Coordinates recruitment for division and onboarding of staff and foreign nationals.
Pre-screens staff applicants and coordinates interview processes.
Manages facilities scheduling, space records, and equipment purchases.
Prepares complex reports and supports special projects and presentations.

Skills

Administrative support

Budget coordination

Scheduling

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

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

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

419000 - OP-Department Administration

Schedule

Full-time

Shift

Day Job