Administrative Associate, Hospital Medicine

UT Southwestern Medical Center • Dallas, TX

3d • Hybrid

About The Position

This administrative position will provide in-depth administrative support for onboarding and recruitment, manage calendars, schedules, and meeting coordination related to recruitment and onboarding activities. Maintain confidential employee and candidate information. Update and manage databases, spreadsheets, and tracking systems. Prepare correspondence, reports, onboarding documentation. Coordinate travel arrangements and expense documentation when applicable. Respond to inquiries regarding employment opportunities, onboarding requirements, and organizational processes. Monitor onboarding and recruitment budgets and maintain accurate expense records. Ensure compliance with organizational policies, procedures, and documentation standards.

Requirements

• High School Diploma
• 4 years related work experience
• 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