Senior Administrative Associate

University of Texas Southwestern Medical Center; Dallas (TX); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

PPO medical plan

Paid Time Off

Retirement Programs

Job summary

UT Southwestern Medical Center in Dallas seeks an experienced Administrative Services Manager for Human Resources and Faculty Affairs. You will coordinate personnel processes across onboarding, recruitment, payroll, leave, credentialing, and faculty appointments, serving as a liaison among faculty, staff, HR, payroll, and campus leadership to ensure timely, policy-compliant actions.

The role emphasizes budget oversight, staff supervision, and process improvements, with 90-day training on campus

Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, or related field.
• 5 years related experience; may consider additional years of experience in lieu of minimum qualifications.
• 2 years supervisory/lead experience preferred.

Responsibilities

• Manage administrative and business functions of division, aligning procedures with policies.
• Prepare and monitor division budget and grants; analyze financial status.
• Supervise staff; recruit division personnel; oversee hiring and salary changes.
• Coordinate space, renovations, and operational services; procure equipment.
• Assist in major grant applications and ensure timely submissions.
• Ensure patient billing is accurate and compliant with regulations.
• Prepare complex reports and implement internal controls.
• Ensure compliance with laws and internal policies.

Skills

Supervisory experience

Budget management

HR administration

Computer skills

Education

Bachelor's degree in Business Administration

Bachelor's degree in Healthcare Administration

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 No. 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 youall discover a culture of teamwork, professionalism, and a rewarding career!

JOB SUMMARY

Provides comprehensive administrative support for Human Resources and Faculty Affairs, coordinating personnel processes throughout the employee and faculty lifecycle. Responsibilities include onboarding, recruitment support, position management, payroll and timekeeping, leave administration, credentialing, faculty appointments and reappointments, access requests, and employee records. Serves as a liaison among faculty, staff, departmental leadership, HR, Payroll, and other institutional partners to ensure personnel actions are completed accurately, timely, and in accordance with institutional policies and procedures.

M-F | 8-hour day shift | Flexible between 7 a.m.-5 p.m.

Hybrid: 3 days on campus during 90-day training; 2 days on campus thereafter

Charles Cameron Building, Dallas, TX

Anesthesiology & Pain Management

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
  Bachelor's Degree In Business Administration, Healthcare Administration, or directly related field.
• Experience
  5 years related experience. and
  May consider additional years of experience in lieu of minimum qualifications.

Preferred

• Experience
  2 years Previous supervisory experience or experience in a lead role.

JOB DUTIES

• Manages and directs administrative and business functions of division or unit with responsibility for establishing, reviewing, and revising internal procedures, interpreting policies of division, department, or university for unit's personnel, supervising clerical operations, managing workflow for maximum efficiency, evaluating work progress, and determining work priorities.
• Prepares or assists in preparing annual budget for division or unit for approval by department management, including analyzing financial status, projecting income and expenditures, and allocating funding sources for division faculty and staff. Monitors budget, including income and expenditures.
• Maintains or coordinates maintenance of budgets and grants of division or unit, including approving expenditures and preparing financial reports as needed. Reconciles accounts on monthly basis; conducts overall review for overdrafts and appropriateness of expenditures.
• Supervises staff members and provides training. Coordinates faculty and classified staff recruitment for division or unit. Exercises decision making authority regarding hiring, disciplinary action, and terminating staff. Approves online forms or paperwork to appoint, terminate, change titles and/or salary, or accomplish other personnel changes. Coordinates and/or prepares staff performance evaluations and recommendations for merit increases.
• Coordinates space needs, renovations, and all division operational services. Coordinates and recommends purchase of capital and noncapital equipment.
• Assists in preparation of major grant applications or status reports on current grants by coordinating gathering of information from principal investigators or other appropriate personnel; ensures timely submission of grants.
• Ensures division/unit patient billing is submitted accurately and timely, including charge capture and coding. Reviews patient account receivables, third party payer denials, and billing appeals.
• Prepares or coordinates preparation of complex reports, which require significant contact with other departments and outside organizations.
• Designs and executes system of internal controls which provides reasonable assurance that operations are effective and efficient, assets are safeguarded and, financial information is reliable.
• Ensures compliance with applicable laws, regulations, policies, and procedures.
• Performs other duties as assigned.

Knowledge, Skills and Abilities

• Work requires knowledge of computers, office equipment, and other administrative tasks.
• Work requires ability to supervise staff.
• Work requires ability to interpret and ensure adherence to all policies and procedures of university, such as FLSA, salary guidelines, accounting regulations, and internal controls policy.
• Work requires ability to manage and direct various administrative and business functions of division or unit.
• Work requires ability to prepare and/or supervise preparation of complex financial and/or administrative reports.
• Work requires ability to work with confidential information on daily basis.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

Working Conditions

• Office Setting

Salary Information

Salary is commensurate with education, skills, and relevant experience.

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.