Administrative Associate, Health Information Management

UT Southwestern Medical Center • Dallas, TX

13h • Onsite

About The Position

Works under direction to assist with management of administrative and/or business functions of department, division, or unit. This position provides day to day administrative support to the Health Information Management (HIM) department, which supports the health system - both hospital and ambulatory. HIM supports key functions across the organization, including the release of medical records, forms management, document imaging and scanning, maintenance of the enterprise master patient index, birth registration, transcription services, and other departmental operations. A successful administrative candidate will be detail‑oriented, dependable, well organized, a multi-tasker, and reliable in attendance, with good writing skills and the ability to balance multiple priorities while providing customer support and professional assistance. This role also requires discretion when handling sensitive and confidential information as HIM are the guardians of health information. The position requires proficiency with PeopleSoft and Microsoft applications, including Word, Excel, PowerPoint, Teams, and SharePoint, along with experience using PDF‑XChange and DocuSign. Responsibilities also include creating engaging and accurate staff broadcasts, scheduling meetings, processing expense reports, managing supply inventory, supporting departmental workflows, and taking initiative to support daily department needs.

Requirements

• High School Diploma
• 4 years related work experience
• Proficiency with PeopleSoft and Microsoft applications, including Word, Excel, PowerPoint, Teams, and SharePoint
• Experience using PDF‑XChange and DocuSign
• Detail‑oriented
• Dependable
• Well organized
• Multi-tasker
• Reliable in attendance
• Good writing skills
• Ability to balance multiple priorities
• Ability to provide customer support and professional assistance
• Discretion when handling sensitive and confidential information

Nice To Haves

• May consider higher education completed in lieu of minimum requirements.

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: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees