Administrative Associate, Auxiliary Services

UT Southwestern Medical Center • Dallas, TX

10d • Onsite

About The Position

The Administrative Associate serves as a key operational resource responsible for supporting and improving departmental operations through a broad range of administrative, technical, financial, facilities, fleet, asset management, and project coordination functions. This role is designed for a highly organized, detail-oriented, and self-motivated professional who takes initiative, thrives on solving complex problems, and is committed to seeing issues through to resolution with minimal supervision.
The position is responsible for troubleshooting and resolving routine technology issues involving computers, printers, and other technology, coordinating facility-related service requests and repairs; supporting fleet operations through management of vehicle records, inspections, maintenance schedules, fuel and driver documentation; processing invoices and monitoring vendor payments; maintaining operational and performance metric data; supporting contract administration activities; and managing equipment, inventory, and asset records. The Administrative Associate serves as a central point of coordination among vendors, service providers, facilities personnel, IT teams, and departmental stakeholders to ensure efficient day-to-day operations and successful execution of operational priorities and projects.
Success in this role requires exceptional attention to detail, strong analytical and organizational skills, persistence in resolving issues, and the ability to independently manage multiple priorities in a fast-paced environment. The ideal candidate is resourceful, curious, and proactive, consistently identifying opportunities to improve processes, enhance operational efficiency, and implement sustainable solutions.

Requirements

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

Nice To Haves

• Highly organized
• Detail-oriented
• Self-motivated professional
• Takes initiative
• Thrives on solving complex problems
• Committed to seeing issues through to resolution with minimal supervision
• Exceptional attention to detail
• Strong analytical and organizational skills
• Persistence in resolving issues
• Ability to independently manage multiple priorities in a fast-paced environment
• Resourceful
• Curious
• Proactive
• Consistently identifying opportunities to improve processes, enhance operational efficiency, and implement sustainable solutions.

Responsibilities

• Troubleshooting and resolving routine technology issues involving computers, printers, and other technology.
• Coordinating facility-related service requests and repairs.
• Supporting fleet operations through management of vehicle records, inspections, maintenance schedules, fuel and driver documentation.
• Processing invoices and monitoring vendor payments.
• Maintaining operational and performance metric data.
• Supporting contract administration activities.
• Managing equipment, inventory, and asset records.
• Serving as a central point of coordination among vendors, service providers, facilities personnel, IT teams, and departmental stakeholders.
• Relieving supervisor of various internal administrative duties requiring a thorough understanding of unit and university functions, programs, and policies.
• Reviewing department policy manuals periodically to update and institute changes as necessary.
• Providing comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper-level administrators.
• Monitoring and maintaining the unit's budget, providing input to supervisor, preparing and submitting budgetary reports, and assisting with the annual budget process.
• Coordinating supervisor's schedule, making travel arrangements, and planning meeting itineraries.
• Coordinating details of faculty and staff recruitment for the division.
• Initiating personnel action documents, including appointment, termination, and/or salary/title changes.
• Coordinating the appointment process for foreign nationals.
• Pre-screening staff applicants and coordinating the interview process.
• Conducting department/division orientation for administrative and technical staff and training of administrative staff.
• Coordinating scheduling and use of department/division facilities and assets, including arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files.
• Approving vacation and sick leave transactions and interpreting V/SL policies.
• Preparing or coordinating the preparation of complex reports requiring significant contact with other departments and outside organizations.
• Providing professional support for special projects, including editorial and administrative support for manuscripts and abstracts for publication.
• Preparing materials for oral and/or written presentations.
• Coordinating and preparing materials for courses, meetings, and conferences.
• Performing library and Internet research.
• Assisting in preparing grants and contracts, which may include assistance with budget preparation and/or oversight.
• Maintaining sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
• Providing working supervision for staff of lower rank.
• Performing 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