• Job Description

  Req#: 830474

  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 administrative and/or business functions of department, division, or unit.

  This position is in the Department of Ophthalmology.

  As an Administrative Associate, you will provide comprehensive administrative support to faculty, ensuring smooth execution of various tasks and projects. Key responsibilities include coordinating and managing travel arrangements, processing reimbursements, scheduling meetings, and maintaining calendars. You will also be responsible for ordering office supplies, ensuring timely availability of resources, and assisting with other assigned projects as needed. This position offers a hybrid work schedule, with three days on campus each week following a training period. The initial training period will require on-campus presence every day for the first three months. Strong organizational skills, attention to detail, and the ability to manage multiple priorities are essential to excel in this role while supporting faculty and department goals efficiently.

  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

  • Experience
    4 years related work experience
    May consider higher education completed in lieu of minimum requirements.

  
  JOB DUTIES

  • Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university. Reviews department policy manuals periodically to update and institute changes as necessary. May provide comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper level administrator.
  • Monitors and maintains unit's budget; provides input to supervisor; prepares and submits various budgetary reports; assists supervisor with annual budget process. May have delegated approval authority for all dollar level expenditures for designated entity; coordinates process for items requiring Chair level approval, and/or has delegated approval authority for these items.
  • Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor or outside visitors.
  • Coordinates details of faculty and staff recruitment for division. As directed by supervisor or unit head, initiates personnel action documents, including appointment, termination, and/or salary/title changes. Coordinates appointment process for foreign nationals.
  • Pre screens staff applicants; coordinates interview process for supervisor and/or unit head. Conducts department/division orientation for administrative and technical staff and training of administrative staff.
  • Coordinates scheduling and use of department/division facilities and assets, including making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files.
  • Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel.
  • Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations.
  • Provides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. May provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight.
  • Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
  • May provide working supervision for staff of lower rank.
  • 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 Statement
  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.

• About the company

  The University of Texas Southwestern Medical Center is a public academic health science center in Dallas, Texas.

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