Administrative Associate, Family & Community Medicine

UT Southwestern Medical Center • Dallas, TX

11h • Onsite

About The Position

The Administrative Associate works under direction to assist with the management of administrative and/or business functions within a department, division, or unit. This role involves a variety of tasks including submitting forms to various departments like Telecommunications, Physical Plant, Purchasing, and Accounting. The associate will compose and type non-routine and moderately complex correspondence without requiring supervisor attention. Key responsibilities also include assisting with faculty recruitment, onboarding, offboarding, and credentialing. The position requires planning and coordinating projects such as meetings, appointments, conferences, seminars, and workshops, which includes arranging facilities, accommodation, transportation, and catering. Successful candidates must be organized, detail-oriented, possess good time management, strong Excel skills, excellent verbal and written communication, and the ability to manage multiple projects and timelines simultaneously. Autonomy with minimal supervision is required. The role involves relieving the supervisor of various internal administrative duties, requiring a thorough understanding of unit and university policies. This may include providing comprehensive administrative support to upper-level administrators. The associate monitors and maintains the unit's budget, prepares budgetary reports, and assists with the annual budget process, potentially having delegated approval authority for expenditures. Other duties include coordinating the supervisor's schedule and travel, managing faculty and staff recruitment processes, pre-screening applicants, conducting orientations, and coordinating the use of departmental facilities and assets. The associate approves vacation and sick leave transactions, interprets policies, prepares complex reports, and provides professional support for special projects, including editorial support for publications, presentations, and research. They may also assist with grants and contracts, maintain financial ledgers, and potentially provide working supervision to lower-ranking staff.

Requirements

• High School Diploma
• 4 years related work experience
• Organized
• Detail-oriented
• Good time management
• Strong Excel skills
• Excellent communication skills (verbal and written)
• Able to manage projects and timelines simultaneously
• Able to work autonomously with minimal supervision

Responsibilities

• Assist with management of administrative and/or business functions of department, division, or unit.
• Assist with submitting forms and working with Telecommunications, Physical Plant, Purchasing, Accounting, etc.
• Compose and/or type letters, memorandums, and other non-routine and moderately complex correspondence, which does not require attention from supervisor.
• Assist with faculty recruitment, onboarding, offboarding, credentialing.
• Plan and coordinate projects, such as meetings, appointments, conferences, seminars, and workshops.
• Arrange for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.
• Relieve supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university.
• Review department policy manuals periodically to update and institute changes as necessary.
• Provide comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper level administrator (may).
• Monitor and maintain unit's budget; provide input to supervisor; prepare and submit various budgetary reports; assist supervisor with annual budget process.
• Have delegated approval authority for all dollar level expenditures for designated entity (may).
• Coordinate process for items requiring Chair level approval, and/or have delegated approval authority for these items (may).
• Coordinate supervisor's schedule; make travel arrangements, plan meeting itineraries, etc. for supervisor or outside visitors.
• Coordinate details of faculty and staff recruitment for division.
• Initiate personnel action documents, including appointment, termination, and/or salary/title changes, as directed by supervisor or unit head.
• Coordinate appointment process for foreign nationals.
• Pre-screen staff applicants; coordinate interview process for supervisor and/or unit head.
• Conduct department/division orientation for administrative and technical staff and training of administrative staff.
• Coordinate scheduling and use of department/division facilities and assets, including making arrangements for moves and/or renovations.
• Maintain accurate space records, recommend and/or approve purchase of equipment and furniture, and maintain inventory files.
• Approve vacation and sick leave transactions; interpret V/SL policies for unit's personnel.
• Prepare or coordinate preparation of complex reports requiring significant contact with other departments and outside organizations.
• Provide professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication.
• Prepare materials for oral and/or written presentations; coordinate and prepare materials for courses, meetings, and conferences.
• Perform Library and Internet research.
• Provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight (may).
• Maintain sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
• Provide working supervision for staff of lower rank (may).
• Perform other duties as assigned.

Benefits

• Highly competitive benefits package
• Healthcare
• PTO
• Paid holidays
• On-site childcare
• Wage, merit increases
• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% 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