Administrative Associate, Specialty Clinics

UT Southwestern Medical Center • Dallas, TX

4d • Hybrid

About The Position

Works under general direction to assist with the management and coordination of administrative and/or business functions for a department, division, or unit. This role provides essential operational support by coordinating administrative processes, preparing and maintaining documentation, and assisting leadership and staff in day-to-day business needs. This role contributes to preparing reports and documentation, ensuring efficient workflow, clear communication, and organized operations while adhering to policies, procedures, and deadlines.

Requirements

• High School Diploma
• 4 years related work experience
• May consider higher education completed in lieu of minimum requirements.
• Work requires knowledge of computers, office equipment, and other administrative tasks.
• Work requires ability to monitor and maintain budget.
• Work requires ability to ensure adherence to all policies and procedures of university, such as FLSA, salary guidelines, accounting regulations, and internal controls policy.
• Work requires ability to coordinate and work independently on projects.
• Work requires ability to work with confidential information on daily basis.

Responsibilities

• Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of department 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 another 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, personnel action documents initiate, including appointment, termination, and/or salary/title changes.
• Coordinates appointment process for foreign nationals.
• Prescreens staff applicants; coordinates interview process for supervisor and/or unit head.
• Conducts department/division orientation for administrative and technical staff and training administrative staff.
• Coordinates scheduling and use of department/division facilities and assets, including planning 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 Time and Attendance 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-legers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
• Maintain department files, databases, and records in accordance with policies and retention requirements.
• May provide preparation and support of meetings, including scheduling, developing agendas, compiling materials, taking minutes, and coordinating follow up actions.
• 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