Sr Administrative Assistant II, Pediatric Critical Care

University of Texas Southwestern Medical Center; Dallas (TX); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

PPO medical plan

Paid Time Off

Retirement programs

Tuition Reimbursement

Parental Leave

Wellness programs

Public Service Loan Forgiveness

Job summary

University of Texas Southwestern Medical Center is seeking a Senior Administrative Assistant II to provide advanced administrative support for a faculty department in a fast-paced academic healthcare environment.

The role focuses on managing complex calendars, coordinating travel and expense reimbursements, handling meetings and conferences, budgeting support, and liaison tasks to ensure smooth division operations.

Qualifications

• Education: High School Graduate or equivalent.
• Experience: 4 years related work experience or higher education in lieu of experience.

Responsibilities

• Provides moderately complex administrative skills for a department.
• Prepares, maintains and posts records, reports and budget information.
• Prepares or directs the preparation of charts, graphs, and administrative, fiscal, personnel, and/or statistical reports.
• Selects office vendors and monitors purchasing processes.
• May assist with overflow work and fill in for the office receptionist as needed.
• Schedules and organizes meetings, travel, conferences and department activities.
• Composes and processes repetitive and non-repetitive documents per procedures.
• Organizes office procedures to ensure effective operation.
• Acts as department liaison with other departments and agencies.
• Processes personnel and purchasing transactions following policies.
• Determines work priorities and monitors deadlines.
• Ensures document retention processes are followed.

Skills

Advanced administrative support

Calendar management

Travel coordination

Education

High School Graduate or equivalent

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 moderately complex administrative and/or business functions of department, division, or unit. The Senior Administrative Assistant II plays a vital role, providing advanced administrative and operational support to 12 faculty. Working under the guidance of the Lead Administrator, this position manages complex calendars, coordinates travel and expense reimbursements, oversees supply orders, supports virtual and in‑person meetings and conferences, assists with presentation preparation, serves as a division time editor, processes MyTime for faculty, fellows, and administrative staff, manages M&M conferences, and coordinates Faculty Talks, ensuring smooth and efficient division operations. Acting as a liaison with departmental support teams, you must demonstrate professionalism, discretion, and confidentiality, while effectively managing competing priorities in a fast‑paced academic healthcare environment. This role offers an excellent opportunity for a highly organized and proactive professional to make a meaningful impact in a dynamic, collaborative academic setting.

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

• Education High School Graduate or equivalent.
• Experience 4 years Related work experience or May consider higher completed education in lieu of experience.

JOB DUTIES

• Provides moderately complex administrative skills for a department.
• Prepares, maintains and posts records, reports and budget information.
• Prepares or directs the preparation of charts, graphs, and administrative, fiscal, personnel, and/or statistical reports.
• Selects office vendors and monitors purchasing processes.
• May assist with overflow work from administrative and executive assistants and fill in for the office receptionist as needed.
• Schedules and organizes activities such as meetings, travel, conferences and department activities for members of the department.
• Composes and processes repetitive and non-repetitive documents in accordance to established procedures.
• Organizes office procedures to ensure effective operation.
• Acts as department liaison with other departments and agencies.
• Processes all personnel and purchasing transactions following institutional policies and procedures.
• Determines work priorities and monitors progress toward work deadlines.
• Ensures document retention processes are followed using established guidelines.
• 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.