Sr Administrative Assistant, Health Information Management

UT Southwestern Medical Center • Dallas, TX

10d

About The Position

Works under minimal supervision to provide advanced administrative support in coordinating the day-to-day operations of a department or division office. In this role, the employee supports the institutional forms process for hospital, ambulatory, and TBHC forms; helps create, revise, maintain, review, and publish forms; and coordinates requests and reviews with stakeholders and institutional committees. The position also supports digital accessibility, forms policies and procedures, the Forms Management website, and downtime forms and kits for emergency operations.

The role additionally provides administrative assistance, including coordinating office operations, projects, reports, meetings, correspondence, records, and financial and account-related tasks. Salary is commensurate with education, skills, and relevant experience. The position is security-sensitive and subject to criminal history record information checks under Texas Education Code 51.215.

Requirements

• High school diploma or GED; higher education may be considered in lieu of minimum requirements.
• Three years of related secretarial or administrative experience.
• Knowledge of computers, office equipment, and administrative tasks.
• Ability to handle complex administrative duties and function as a liaison.
• Ability to coordinate projects and work independently.
• Ability to work with confidential information on a daily basis.
• Customer-service focus.
• Interpersonal and teamwork skills.
• Adaptability and flexibility in response to changes in the work environment.
• Initiative to improve productivity and quality of work.
• Ability to plan and organize work logically and efficiently.

Responsibilities

• Assist with institutional forms for hospital, ambulatory, and TBHC, including creating forms, reviewing existing forms, and recommending improvements for usability, functionality, and compliance.
• Create, revise, and maintain forms using PDF-XChange Editor or Adobe Acrobat Pro, including fillable PDFs, document formatting, version control, and publication-ready files.
• Serve as a contact and resource for forms processes; assess requests and questions received through the resource mailbox.
• Evaluate forms for revision, consolidation, discontinuation, or build in iMed or Epic, or typesetting by the Print Shop.
• Help ensure forms comply with regulations, industry standards, and organizational policies, including requirements for List A forms.
• Maintain the institutional forms master listing and Forms portal for hospital, ambulatory, TBHC, and downtime forms, including publication of approved forms and document maintenance.
• Coordinate with departments and stakeholders to process requests, gather requirements, obtain feedback, and ensure form designs and standards meet operational needs.
• Support the Institutional Forms Committee (Medical Staff Subcommittee) by preparing forms, agendas, meeting materials, and minutes for monthly meetings.
• Notify stakeholders and form users about forms-process changes and form updates.
• Coordinate the forms workflow for new or modified forms, including design, draft, final copy, stakeholder approval, and committee approval.
• Assist with biennial stakeholder reviews of forms.
• Coordinate with Language and Translation Services and the Print Shop for translations, typesetting, distribution setup, and downtime form orders.
• Consult Privacy and/or Compliance when requests raise related issues, and submit forms to Medical Risk Management/Legal Affairs for legal review.
• Verify that forms meet digital accessibility requirements, coordinate remediation, and assist with quality assurance of accessible PDFs before publication.
• Assist with creating or revising forms policies and procedures and maintaining current information on the Forms Management website.
• Provide administrative assistance as needed for coverage and perform other duties as assigned.
• Support hospital, ambulatory, and TBHC downtime forms workflows, including creating, maintaining, tracking, and distributing downtime form kits.
• Relieve the supervisor of administrative duties; coordinate day-to-day office operations and recommend procedural changes.
• Prepare or assist with grant applications, budgets, manuscripts, book chapters, and similar materials, ensuring proper format, grammar, and completeness.
• Liaise with departments such as Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepare online and paper documents.
• Complete and coordinate complex projects and reports involving other departments, outside organizations, and computer software applications.
• Compose or type letters, memorandums, and other nonroutine, moderately complex correspondence that does not require the supervisor's attention.
• Maintain account sub-ledgers and ledgers, review expenditures and encumbrances, reconcile accounts, and ensure appropriate use of funds.
• Plan and coordinate projects and events, including meetings, appointments, conferences, seminars, and workshops; arrange facilities, accommodations, transportation, refreshments, printed materials, event finances, registration fees, and vouchers.
• Take, transcribe, and distribute meeting minutes.
• May transcribe medical or scientific dictation and ensure correct format, grammar, punctuation, and spelling.

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.
• Healthcare, PTO, paid holidays, and on-site childcare are also noted in the employer overview.

What This Job Offers

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