Sr Administrative Assistant, Plastic Surgery

UT Southwestern Medical Center • Dallas, TX

13h • 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 is a patient care-oriented, non-medical position that assists physicians with their medical practice. Duties include attending clinic, preparing and presenting cosmetic and medical surgical quotes to patients, maintaining and updating outlook calendars, scheduling surgical cases, and serving as the point of contact for patients regarding surgery dates and times. The role relieves the supervisor of various administrative duties requiring a thorough understanding of the organization's functions, programs, and policies. It may involve coordinating daily office operations and making recommendations for procedural changes. The position also involves assisting in the preparation of grant applications, budgets, manuscripts, and book chapters, ensuring proper format, grammar, and completeness. It functions as a liaison with other departments such as Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting, preparing necessary online and paper documents. The role also completes and coordinates complex projects and reports, composes and types correspondence, maintains and reconciles sub-ledgers and ledgers for various accounts, and plans and coordinates projects like meetings, appointments, conferences, seminars, and workshops. Additionally, it may transcribe medical or scientific terminology and performs other duties as assigned.

Requirements

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

Responsibilities

• Attend clinic
• Prepare Cosmetic and Medical surgical quotes and present to patients
• Maintain and update outlook calendar
• Schedule surgical cases
• Point of contact for patients in regards to surgery dates/times
• Relieve supervisor of a variety of administrative duties
• Coordinate day to day operations of office
• Make recommendations for changes to procedures
• Prepare or assist in preparation of grant applications, grant budgets, manuscripts, book chapters, etc.
• Ensure proper format, grammar, and completeness of documents
• Function as 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
• Compose and/or type letters, memorandums, and other nonroutine and moderately complex correspondence
• 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 programs, including determination of charge to sponsoring department
• Establish registration fees
• Process all vouchers relating to events
• 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
• Number of Employees: 5,001-10,000 employees