Sr Administrative Assistant, Pathology

University of Texas Southwestern Medical Center; Dallas (TX); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

PPO medical plan

Paid Time Off

Retirement Programs (TRS)

Paid Parental Leave

Wellness programs

Tuition Reimbursement

Public Service Loan Forgiveness (PSLF)

Job summary

UT Southwestern Medical Center is seeking an experienced administrative professional to support day-to-day operations of a department. You will manage calendars, coordinate meetings, handle procurement, process travel and expenses, and arrange facilities.

The role also involves medical-document handling and liaison with physicians and labs to ensure complete patient records. Responsibilities include minute-taking, grant-related document preparation, and maintaining ledgers.

Qualifications

• Education: High School Diploma or GED.
• Experience: 3 years of related secretarial/administrative work.

Responsibilities

• Relieve supervisor of admin duties and coordinate day-to-day office operations.
• Maintain faculty calendars, appointments, and meeting schedules.
• Handle office procurement, travel, expense reports, and reimbursements.
• Coordinate facility arrangements and take meeting minutes.
• Transmit clinical reports and liaise with physicians for complete documents.
• Communicate with labs to provide updates to clinicians.
• Prepare grant applications, budgets, manuscripts, or related documents.
• Transcribe dictation and manage routine correspondence.
• Maintain ledgers and monitor expenditures and encumbrances.
• Plan meetings, conferences, and travel arrangements as needed.

Skills

Secretarial experience

Education

High School Diploma or GED

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 minimal supervision to provide advanced administrative support in coordinating day to day operations of department or division office. The responsibilities include, but are not limited to, maintaining faculty calendars, appointments and coordinating meeting schedules; handling office procurement; processing faculty travel, expense reports, and associated reimbursements; facility arrangement; taking meeting minutes. Also responsible for patient care in the area of receiving, distributing, inventory, tracking and filing slides; serving as liaison and coordination of consultation requests from outside facilities; delivery of clinical reports to HIM for upload into hospital EPIC system; communicate and follow-up with physicians to ensure patient documents are complete prior to testing. This position routinely communications with various labs to provide updates to the clinicians.

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 or GED.

• Experience
  3 years of related secretarial/administrative experience.
  May consider higher education completed in lieu of minimum requirements.

JOB DUTIES

• Relieves supervisor of variety of administrative duties, which involve thorough understanding of functions, programs, and policies of organization; may coordinate daytoday operations of office; makes recommendations for changes to procedures.


• Prepares or assists in preparation of grant applications, grant budgets, manuscripts, book chapters, etc.; ensures proper format, grammar, and completeness.


• Functions as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares online and paper documents as needed.


• Completes and coordinates complex projects and reports as assigned by supervisor, which may require significant contact with other departments and outside organizations and use of various computer software applications.


• Composes and/or types letters, memorandums, and other nonroutine and moderately complex correspondence, which does not require attention of supervisor.


• Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.


• Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.; develops and arranges printing of brochures; handles finances for program, including determination of charge to sponsoring department; establishes registration fees; processes all vouchers relating to event.


• Takes, transcribes, and distributes minutes for meetings.


• May transcribe dictation of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.


• 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.