Administrative Associate, Simmons Cancer Center

UT Southwestern Medical Center • Dallas, TX

3d • Onsite

About The Position

Provides comprehensive administrative support to Directors and other Department Managers including, but not limited to, calendar management, meeting material preparation and minutes, and account reconciliations. Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university. Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations. Coordinates travel arrangements for Directors and outside guests. Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel. Provides professional support for special projects, which may include courses, meetings, and conferences. Performs other duties as assigned.

Requirements

• High School Diploma
• 4 years Business or administrative experience in a university medical center, governmental environment, or equivalent.
• May consider higher education completed in lieu of minimum requirements.

Nice To Haves

• Some undergraduate education preferred.

Responsibilities

• Coordinates administrative functions of various sections within department to ensure universal applications of policy; assists in development and implementation of procedures to ensure operational efficiency.
• Maintains broad organization perspective to effectively carry out internal and external relationships of office, such as coordinating and interacting with other staff services departments concerning financial, budgetary, and personnel matters, and in general represents department in absence of top executive or administrator; reports fiscal and personnel status and activities to top executive.
• Maintains appropriate financial and personnel records. Function as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares on line and paper documents as needed.
• Provides counsel on administrative matters or decisions affecting interdepartmental relationships by supplying information from variety of sources.
• Examines correspondence, determines work priority, and engages in obtaining and dispersing information as appropriate.
• Compiles averages and statistics. Prepares or directs preparation of charts, graphs, slides, and administrative reports as required.
• 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.
• Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor, outside visitors, and official guests. Travel (gathering; input; approval; and follow-up). Includes all personnel for University Hospitals SP and ZL; some physicians.
• Provides professional support for special projects, which include editorial and administrative support for proposals and business plans; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. Takes, transcribes, and distributes minutes for meetings.
• Completes and coordinates complex projects and reports as assigned by supervisor, which may require significant contact with other departments and outside organizations and use of various computer software applications.
• Composes and/or types letters, memorandums, and other non-routine and moderately complex correspondence, which does not require attention of supervisor. Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.
• Triages and routes patient, visitor, and vendor calls.

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