Sr Administrative Assistant II, Physiology

UT Southwestern Medical Center • Dallas, TX

6d

About The Position

Works under direction to support and manage moderately complex administrative and business functions for the Department of Physiology. This position provides essential administrative support to ensure efficient daily operations within a dynamic and research-driven academic department.
Position Summary & Preferred Qualifications/Experience
The Department of Physiology is seeking a skilled Administrative Assistant Senior II to join a collaborative and high-performing administrative team. This role will support faculty and departmental leadership with travel coordination, expense reporting, calendar and schedule management, meeting planning, purchasing, and general administrative duties.
Ideal candidates will bring previous experience supporting faculty or administrators in an academic medical center or university research environment—preferably at UT Southwestern.

Requirements

• High School Graduate or equivalent.
• 4 years Related work experience or
• May consider higher completed education in lieu of experience.

Nice To Haves

• Excellent verbal and written communication skills
• Strong customer service orientation
• Ability to work effectively with diverse communication and personality styles
• Proven ability to prioritize tasks and manage time efficiently
• Proactive, independent, and detail-oriented work ethic
• Strong follow-up/follow-through skills
• Critical thinking and problem-solving abilities

Responsibilities

• Provides administrative support to ensure efficient departmental operations.
• Assists with selecting office vendors and monitoring purchasing processes.
• Works in the front office and assists with daily operations, including providing backup coverage when necessary.
• Coordinates meetings, travel, conferences, and departmental activities.
• Composes, edits, and processes routine and non-routine documents following established procedures.
• Organizes and improves office procedures to ensure efficient operations.
• Manages seminar speaker and faculty candidate itineraries and provides professional hosting and coordination throughout their visit.
• Serves as a liaison with other departments and external agencies.
• Processes personnel and purchasing transactions in accordance with institutional policies.
• Determines work priorities and monitors progress to ensure deadlines are met.
• Ensures proper document retention according to established guidelines.
• 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 activities such as meetings, travel, conferences and department activities for members of the department.
• Composes and processes repetitive and non-repetitive documents in accordance to established procedures.
• Organizes office procedures to ensure effective operation.
• Acts as department liaison with other departments and agencies.
• Processes all 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.

Benefits

• UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:
• 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
• Learn more about these and other UTSW employee benefits!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED