Administrative Associate, Ophthalmology Faculty Affairs

The University of Texas Southwestern Medical Center; Dallas (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

PPO medical plan, day one

Paid Time Off

TRS retirement programs

Paid parental leave

Wellness programs

Tuition reimbursement

PSLF eligible employer

Job summary

The University of Texas Southwestern Medical Center seeks an Administrative Associate for Ophthalmology Faculty Affairs in Dallas. The role provides day-to-day administrative support for the department, coordinating with the faculty coordinator on lifecycle activities from recruitment and onboarding to appointments and evaluations, including visa processing with the International Office.

Strong organization, confidentiality, and multitasking in a fast-paced academic environment are essential.

Qualifications

• 4 years related work experience; may consider higher education completed in lieu of minimum requirements.

Responsibilities

• Relieves supervisor of internal administrative duties and updates policies as needed.
• Monitors and maintains unit budget; prepares budget reports and participates in annual budget process.
• Coordinates supervisor's schedule and travel arrangements.
• Coordinates faculty recruitment processes and foreign national appointments.
• Pre-screens staff applicants and coordinates interview process.
• Coordinates scheduling and use of department facilities and assets; manages space records and inventory.
• Approves vacation and sick leave transactions and interprets related policies.
• Prepares complex reports requiring interdepartmental coordination.
• Supports special projects including manuscripts, abstracts, presentations, and course materials; assists with grants and contracts budgeting.
• Maintains sub-ledgers and ledgers, reviews expenditures and encumbrances.

Skills

Customer service

Organization

Attention to detail

Job description

Job Description - Administrative Associate, Ophthalmology Faculty Affairs (260000H2)

Job Description

Administrative Associate, Ophthalmology Faculty Affairs - ( 260000H2 )

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

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
• 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
• 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.

UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of: race; color; religion; national origin; gender, including sexual harassment; age; disability; citizenship; and veteran status. In addition, it is UT Southwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.

Copyright 2017.The University of Texas Southwestern Medical Center5323 Harry Hines Blvd., Dallas, Texas 75390Phone [phone]