Sr Administrative Associate, Dept of Surgery

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

Benefits offered by this job

PPO medical plan

Paid Time Off

Retirement Programs TRS

Paid Parental Leave

Job summary

UT Southwestern Medical Center is seeking a Senior Administrative Associate in the Department of Surgery to provide high‑level administrative support to the Department Chair. You will manage calendars, schedule meetings, coordinate travel, and handle confidential information with discretion.

You will also assist with editorial tasks, create PowerPoint presentations, and support budgeting and grant activities while ensuring smooth operation of department workflows and communications.

Qualifications

• Education: Bachelor's degree in Business Administration, Healthcare Administration, or related field.
• Experience: 5 years related administrative experience; additional years may substitute.
• Preferred: 2 years supervisory/lead role experience.

Responsibilities

• Manage and direct administrative and business operations for the division/unit.
• Maintain the Department Chair's calendar, meetings, and events.
• Coordinate travel approvals, logistics and itineraries for conferences.
• Prepare financial transactions and complex reports; ensure compliance with policies.
• Supervise staff, coordinate recruitment, and support special projects as needed.

Skills

Detail oriented

Organized

Strong written/verbal communication

Multi-tasking

Education

Bachelor's degree in Business Administration or 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 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 manage and direct administrative and/or business operations of division or unit.

UT Southwestern Medical Center is hiring for a Senior Administrative Associate, Department of Surgery.

This role provides high-level complex administrative support to the Department Chair. Responsibilities include managing and prioritizing the Department Chair's calendar, meetings, and events. Coordinating travel approvals, logistics and itineraries for conference attendance. Overseeing licensures, monitoring society memberships, managing faculty re-credentialing, ensuring compliance with governing bodies. Handle sensitive and confidential information with discretion. Composes letters, memorandums, letters of recommendations and other moderately complex correspondence. May provide editorial assistance as needed. Creates and maintains PowerPoint Slides for various presentations on behalf of the Chair and department. Coordinate communication between various departments/centers. Processing various financial transactions including travel expenses, reimbursements, purchase orders, and payment requests. Assist in the planning and execution of special projects. Performs other duties as assigned.

Ideal candidates should possess self-initiative, resourcefulness, and adeptness in collaborative settings. The desired candidate will demonstrate strong written and verbal communication, proven customer service abilities, adept time management and prioritization skills, consistent follow-through, and excellent work ethic.

Preferred Skills/Experience

• Detail oriented
• Organized
• Strong verbal and written communication
• Multi-tasker in fast-paced environment

Job Duties

May perform some or all of the following:

• Provides high-level complex administrative support for the Department Chair.
• Complex calendar management and coordinate scheduling of meetings.
• Manage travel arrangements and logistics for conference/meeting attendance.
• Processes financial transactions following institutional policies and procedures.
• Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations.
• Composes and processes repetitive and non-repetitive documents in accordance to established procedures.
• Coordinate correspondences for Department Chair (letters of recommendations, miscellaneous communication)
• Supports special projects, which may include editorial and administrative support preparing material for presentations; coordinates and prepares PowerPoint presentations.
• Maintain Faculty Curriculum Vitae, licensures and recredentialing.
• Determines work priorities and monitors progress toward work deadlines.
• Other Duties: Performs other duties as assigned.
• May assist with overflow work from administrative peers as needed.
• Determines work priorities and monitors progress toward work deadlines
• Acts as department liaison with other departments and agencies
• Receive guests in chairman's suite

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. 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.

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.