Administrative Associate, Pediatric Pulmonology & Sleep Medicine

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

Full-time employee coverage

Paid Time Off

Retirement Programs (TRS)

Paid Parental Leave

Wellness programs

Tuition Reimbursement

Public Service Loan Forgiveness (PSLF)

Job summary

UT Southwestern Medical Center in Dallas, TX is seeking an Administrative Associate to support department operations. You will work with the Division Chief and Operations Administrator to ensure efficient administrative processes and serve as liaison with operational support teams.

Ideal candidates will be detail-oriented, highly organized, with strong communication skills and confidentiality. Supervisory responsibilities and staff training may be involved.

Qualifications

• High School Diploma required.
• 4 years related work experience; higher education may substitute.
• Strong verbal and written communication skills; detail-oriented and highly organized.

Responsibilities

• Relieve supervisor of internal administrative duties with thorough understanding of unit policies.
• Monitor and maintain unit budget; prepare budget reports and assist with annual budget process.
• Coordinate supervisor's schedule and travel arrangements; plan meeting itineraries for visitors.
• Coordinate faculty and staff recruitment; initiate personnel action documents and salary changes.
• Screen staff applicants; coordinate interview process and conduct orientation for staff.
• Coordinate scheduling and use of facilities and assets; manage space records and purchases of equipment.
• Approve vacation and sick leave transactions; interpret leave policies.
• Prepare complex reports requiring coordination with other departments and outside organizations.
• Provide support for special projects including editorial work, manuscripts, and presentations.
• Maintain sub-ledgers and ledgers, reconciling expenditures and funds.

Skills

Communication skills

Verbal and written communication

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!

JOB SUMMARY

Works under direction to assist with management of administrative and/or business functions of department, division, or unit. The Administrative Associate lead role will work closely with the Division Chief and Division Operations Administrator to ensure administrative operations are efficient. Responsibilities include supervision of administrative staff, being liaison between the division and department operational support teams. Spearheading recruitment, serving as the primary time approver, reconciling divisional funds, coordinating special events and conferences, determining work priorities, provide training. Conduct staff 1:1 and group meetings, onboarding of new administrative staff, create, review, and maintain policies and procedures to ensure the division is compliant. Ideal candidates will be detail-oriented, extremely organized, have strong verbal and written communication skills, and a background in administration, and operate with a high level of professionalism and confidentiality, with customer service focus.

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. 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.