Sr Administration Assistant II, Nursing Administration Care Coordination

UT Southwestern Medical Center•Dallas, TX

About The Position

Works under direction to assist with management of moderately complex administrative and/or business functions of a department, division, or unit. Provides administrative support to Nursing Directors, Managers, and Executive Leadership, including managing calendars, appointments, meetings, room reservations, catering, agendas, presentations, reports, minutes, files, mail, and packages. Monitors phones, voicemail, and shared inboxes, ensuring coverage during extended absences. Coordinates staff meetings, UBC activities, onboarding, employee access, special events, recognition programs, and projects. Processes invoices, purchases, One Card reconciliations, expenses, business cards, Travel Authorizations, and Intent to Travel forms. Maintains accurate budget, employee engagement, attendance, PACT card, committee, and operational records. Protects confidential information, follows UT Southwestern policies, and completes required training. Collaborates across teams, provides cross-coverage, adapts to priorities, communicates barriers, demonstrates initiative, and completes assignments accurately and on time with minimal supervision.

Requirements

High school diploma or equivalent.
Four years of related work experience, or higher completed education may be considered in lieu of experience.
Ability to complete assignments accurately and on time with minimal supervision.

Responsibilities

Provides moderately complex administrative skills for a department.
Prepares, maintains, and posts records, reports, and budget information.
Prepares or directs the preparation of charts, graphs, and administrative, fiscal, personnel, and/or statistical reports.
Selects office vendors and monitors purchasing processes.
May assist with overflow work from administrative and executive assistants and fill in for the office receptionist as needed.
Schedules and organizes meetings, travel, conferences, and department activities for department members.
Composes and processes repetitive and non-repetitive documents according to established procedures.
Organizes office procedures to ensure effective operation.
Acts as department liaison with other departments and agencies.
Processes personnel and purchasing transactions following institutional policies and procedures.
Determines work priorities and monitors progress toward work deadlines.
Ensures document retention processes are followed using established guidelines.
Performs other duties as assigned.
Provides administrative support to Nursing Directors, Managers, and Executive Leadership, including calendar, meeting, presentation, report, and records management.
Monitors phones, voicemail, and shared inboxes, ensuring coverage during extended absences.
Coordinates staff meetings, UBC activities, onboarding, employee access, special events, recognition programs, and projects.
Processes invoices, purchases, One Card reconciliations, expenses, business cards, Travel Authorizations, and Intent to Travel forms.
Maintains budget, employee engagement, attendance, PACT card, committee, and operational records.
Protects confidential information, follows institutional policies, and completes required training.
Collaborates across teams, provides cross-coverage, adapts to priorities, communicates barriers, and completes assignments accurately and on time with minimal supervision.

Benefits

PPO medical plan, available day one at no cost for full-time employee-only coverage
100% coverage for preventive healthcare with 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
On-site childcare
Paid holidays
Merit increases