Sr Administrative Assistant, Plastic Surgery

UT Southwestern Medical Center • Dallas, TX

9d • Onsite

About The Position

Works under minimal supervision to provide advanced administrative support in coordinating day to day operations of department or division office. Provides advanced administrative and patient-focused support to a plastic surgeon under minimal supervision. Supports a diverse surgical practice, including cosmetic, reconstructive, breast, facial, body-contouring, gender-affirming, and nerve-repair procedures. Attends clinic and serves as a primary non-medical point of contact for patients throughout the surgical scheduling process. Prepares and presents cosmetic and medical surgical quotes to patients. Coordinates surgical cases, including procedure dates, times, documentation, and related communication. Maintains the physician’s Outlook calendar and coordinates day-to-day practice operations. Serves as a liaison with internal departments and prepares required electronic and paper documentation. May assist with academic materials. Identifies opportunities and recommends changes to improve office procedures and patient service in the clinic.

Requirements

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

Responsibilities

• Provide advanced administrative support in coordinating day-to-day operations of department or division office.
• Provide advanced administrative and patient-focused support to a plastic surgeon.
• Support a diverse surgical practice, including cosmetic, reconstructive, breast, facial, body-contouring, gender-affirming, and nerve-repair procedures.
• Attend clinic and serve as a primary non-medical point of contact for patients throughout the surgical scheduling process.
• Prepare and present cosmetic and medical surgical quotes to patients.
• Coordinate surgical cases, including procedure dates, times, documentation, and related communication.
• Maintain the physician’s Outlook calendar and coordinate day-to-day practice operations.
• Serve as a liaison with internal departments and prepare required electronic and paper documentation.
• Assist with academic materials.
• Identify opportunities and recommend changes to improve office procedures and patient service in the clinic.
• Relieve supervisor of a variety of administrative duties, which involve a thorough understanding of functions, programs, and policies of the organization.
• Coordinate day-to-day operations of the office.
• Make recommendations for changes to procedures.
• Prepare or assist in the preparation of grant applications, grant budgets, manuscripts, book chapters, etc.; ensure proper format, grammar, and completeness.
• Function as a liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepare online and paper documents as needed.
• Complete and coordinate 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.
• Compose and/or type letters, memorandums, and other non-routine and moderately complex correspondence, which does not require the attention of the supervisor.
• Maintain sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
• Plan and coordinate projects, such as meetings, appointments, conferences, seminars, and workshops; arrange for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.; develop and arrange printing of brochures; handle finances for program, including determination of charge to sponsoring department; establish registration fees; process all vouchers relating to the event.
• Take, transcribe, and distribute minutes for meetings.
• Transcribe dictation of medical or scientific terminology; ensure correct format, grammar, punctuation, and spelling.
• Perform other duties as assigned.

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: Mid Level
• Education Level: High school or GED