Administrative Assistant, Family & Community Medicine

UT Southwestern Medical Center • Dallas, TX

1d • Onsite

About The Position

Works under general supervision to provide secretarial and clerical support for the daily operations of the Department of Family and Community Medicine. Works with the Dept. Chair and Vice Chair for Clinical Affairs to schedule appointments, maintain faculty calendars, manage schedules, greet and direct visitors, and assist with faculty recruitment and onboarding. Coordinates meetings and conferences for leadership and faculty as assigned. Arranges travel and hotel accommodations for the Chair, Vice Chair, and faculty. Organizes departmental events and manages space logistics as directed by the supervisor. Prepares letters, and other non-routine correspondence for signature. Processes and submits online forms, manages invoice payments, orders supplies and orders food for large group meetings. Maintains departmental files, while handling all confidential and sensitive information with discretion.

Requirements

• High School Diploma or GED
• 2 years of related secretarial/administrative experience.
• May consider higher education completed in lieu of minimum requirements.

Responsibilities

• Transcribes dictation that may involve use of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
• Types correspondence, memorandums, grants, manuscripts, book chapters, etc. from complex rough drafts, which may involve special formats and complicated footnotes.
• Composes letters, memorandums, and other non routine correspondence for supervisor's signature.
• Processes and submits on line forms; pays invoices.
• Coordinates meetings and conferences for supervisor or other staff members.
• Makes appointments and maintains supervisor's calendar; makes travel and hotel reservations for supervisor or other staff members.
• Receives, screens, and directs visitors as required; answers and makes telephone calls; transfers calls, takes messages, or answers questions as necessary, including patient related calls and appointments.
• Receives, sorts, and distributes incoming mail; makes copies; faxes documents; makes deliveries on and off campus.
• Completes moderately complex projects and reports as requested by supervisor using word processing, spreadsheet, or database applications.
• Retrieves articles from Library; makes copies, including performing on line library searches.
• Maintains various files and records for operating unit, which may include vacation/sick leave, personnel files, etc.; handles confidential and sensitive information in appropriate manner.
• Performs other duties as assigned.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED