Senior Administrative Assistant, Psychiatry

UT Southwestern Medical Center • Dallas, TX

11d • Onsite

About The Position

Works under minimal supervision to provide advanced administrative support in coordinating day to day operations of department or division office. This Sr Administrative Assistant position is in the Psychiatry Division, providing support to the Neuroscience Department. Understanding of basic science, biology and/or neuroscience is very helpful. This role will provide direct support to division lab staff. Lab supply ordering, order tracking and follow-up for several basic science labs. Arrange lab travel and coordinate expense reimbursements. Coordinate with Neuroscience Department on Joint Seminar Series to arrange travel for seminar speakers and coordinate other details of visits. Maintain core equipment and shared research spaces including dishwasher/autoclaves, incubators, chemical benches, cold room and tissue culture spaces. Shipping hazardous materials for labs. Assist with onboarding new division employees. Reconcile lab expense purchases and outstanding encumbrances.

Requirements

• High School Diploma or GED.
• 3 years of related secretarial/administrative experience.
• May consider higher education completed in lieu of minimum requirements.

Nice To Haves

• Understanding of basic science, biology and/or neuroscience is very helpful.

Responsibilities

• Relieves supervisor of a variety of administrative duties, which involve a thorough understanding of functions, programs, and policies of the organization; may coordinate day-to-day operations of the office; makes recommendations for changes to procedures.
• Prepares or assists in the preparation of grant applications, grant budgets, manuscripts, book chapters, etc.; ensures proper format, grammar, and completeness.
• Functions as a liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares online and paper documents as needed.
• 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 the attention of the supervisor.
• Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
• Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.; develops and arranges printing of brochures; handles finances for the program, including determination of charge to the sponsoring department; establishes registration fees; processes all vouchers relating to the event.
• Takes, transcribes, and distributes minutes for meetings.
• May transcribe dictation of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
• Performs other duties as assigned.
• Lab supply ordering, order tracking and follow-up for several basic science labs.
• Arrange lab travel and coordinate expense reimbursements.
• Coordinate with Neuroscience Department on Joint Seminar Series to arrange travel for seminar speakers and coordinate other details of visits.
• Maintain core equipment and shared research spaces including dishwasher/autoclaves, incubators, chemical benches, cold room and tissue culture spaces.
• Shipping hazardous materials for labs.
• Assist with onboarding new division employees.
• Reconcile lab expense purchases and outstanding encumbrances.

Benefits

• 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: Senior
• Education Level: High school or GED