Sr Administrative Assistant, Plastic Surgery

University of Texas Southwestern Medical Center; Dallas (TX); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Healthcare

PTO and paid holidays

Retirement TRS

Parental leave

Tuition reimbursement

PSLF eligibility

Job summary

UT Southwestern Medical Center in Dallas, TX is seeking an experienced administrative professional to provide advanced support coordinating day-to-day operations of a surgical department. The role focuses on supporting a plastic surgeon across cosmetic, reconstructive, breast, facial, body-contouring, gender-affirming, and nerve-repair procedures.

You will manage the physician's calendar, prepare quotes and documents, coordinate surgical cases, and act as the primary non-medical contact for

Qualifications

• Education: High School Diploma or GED.
• Experience: 3 years of related secretarial/administrative experience; higher education may substitute.

Responsibilities

• Relieve supervisor of diverse administrative duties and coordinate day-to-day office operations.
• Prepare grant applications and budgets, manuscripts, or related documents for review.
• Serve as liaison with multiple departments and manage documentation.
• Coordinate complex projects and meetings, including scheduling and logistics.
• Take, transcribe, and distribute meeting minutes; handle routine correspondence.
• Maintain sub-ledgers and monitor expenditures and fund usage.
• Assist in academic materials as needed and identify process improvements.

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.

• Provides advanced administrative and patient-focused support to a plastic surgeon under minimal supervision.

• Supports a diverse surgical practice, including cosmetic, reconstructive, breast, facial, body-contouring, gender-affirming, and nerve-repair procedures.

• Attends clinic and serves as a primary non-medical point of contact for patients throughout the surgical scheduling process.

• Prepares and presents cosmetic and medical surgical quotes to patients.

• Coordinates surgical cases, including procedure dates, times, documentation, and related communication.

• Maintains the physician's Outlook calendar and coordinates day-to-day practice operations.

• Serves as a liaison with internal departments and prepares required electronic and paper documentation.

• May assist with academic materials

• Identifies opportunities and recommends changes to improve office procedures and patient service in the clinic.

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

• EducationHigh School Diploma or GED.
• Experience3 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 day-to-day 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 non-routine 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.