Administrative Associate, Graduate School

UT Southwestern Medical Center • Dallas, TX

2d

About The Position

Works under direction to assist with management of administrative and/or business functions of department, division, or unit.
This position will support the Graduate School of Biomedical Sciences leadership and staff. The role will encompass a diverse range of tasks to support daily needs with respect to the academic cycle of recruitment, admissions, onboarding, semester-based course work, and special topics and programming throughout the year. Successful candidates will:
Have strong skills in written and verbal communication, Microsoft Outlook calendaring, and basic data entry using Microsoft Excel;
Demonstrate initiative in problem-solving, attention to detail, ability to prioritize their work, and eagerness to learn new tasks
Possess enthusiasm for working with trainees and faculty, and a strong commitment to the mission and goals of the Graduate School.

Requirements

• High School Diploma
• 4 years related work experience
• May consider higher education completed in lieu of minimum requirements.
• Have strong skills in written and verbal communication, Microsoft Outlook calendaring, and basic data entry using Microsoft Excel
• Demonstrate initiative in problem-solving, attention to detail, ability to prioritize their work, and eagerness to learn new tasks
• Possess enthusiasm for working with trainees and faculty, and a strong commitment to the mission and goals of the Graduate School.

Responsibilities

• 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.

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: Entry Level
• Education Level: High school or GED