Sr Administrative Associate, Human Genetics

UT Southwestern Medical Center • Dallas, TX

13d • Onsite

About The Position

This role is 100% onsite, Monday - Friday. The Sr Administrative Associate, Human Genetics will manage and direct administrative and/or business operations of a division or unit. Key responsibilities include assisting faculty with grant applications and submissions, providing professional editorial and administrative support for publications, preparing materials for presentations and meetings, and conducting research. The role also involves managing daily revenue collection oversight for the Center's Sequencing and Human Genetics cores, tracking and reviewing IDRs, reviewing subledgers and OneCard accounts for policy compliance, coordinating monthly conferences, and managing travel arrangements and reimbursements for staff, faculty, and guests. Additionally, the associate will order supplies and equipment, work with purchasing and vendors, and share timekeeper responsibilities, including reviewing and inputting timecard transactions and approving routine time off requests for lab staff. Other projects and duties as assigned.

Requirements

• Bachelor's Degree In Business Administration, Healthcare Administration, or directly related field.
• 5 years related experience.
• Intermediate or better graphic skills

Nice To Haves

• 2 years Previous supervisory experience or experience in a lead role.

Responsibilities

• Assists faculty in preparation of grant applications submissions and status reports; coordination and gathering of information from PIs or other personnel
• Provides professional support which may include editorial and administrative support for manuscripts and abstracts for publication; prepares material for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and/or conferences; performs Library and Internet research.
• Responsible for opening/closing office, mail distribution, signs for packages.
• Responsibility for daily revenue collection oversight for Center's Sequencing and Human Genetics cores; Tracks/reviews Center's 10,000+ IDRs generated annually.
• Review various subledgers and monthly OneCard accounts ensuring appropriate documentation and use of funds per UTSW Accounting policy
• Manages and coordinates multiple monthly conferences.
• Coordinates travel and itineraries of staff, faculty, and speakers/guests; Processes expense reports upon return, ensuring compliance with all UTSW Travel policies. Escorts guests on campus visits which may include hotel pickup/drop off.
• Orders supplies and equipment for office, Center labs and core facilities; works with Purchasing and vendors to get quotes and/or resolve issues.
• Shares timekeeper responsibility with Administrative Coordinator. Tasks include receive, review and input approved timecard transactions. Provides administrative approval for routine lab staff time off requests.
• Manages and directs administrative and business functions of division or unit with responsibility for establishing, reviewing, and revising internal procedures, interpreting policies of division, department, or university for unit's personnel, supervising clerical operations, managing workflow for maximum efficiency, evaluating work progress, and determining work priorities.
• Prepares or assists in preparing annual budget for division or unit for approval by department management, including analyzing financial status, projecting income and expenditures, and allocating funding sources for division faculty and staff. Monitors budget, including income and expenditures.
• Maintains or coordinates maintenance of budgets and grants of division or unit, including approving expenditures and preparing financial reports as needed. Reconciles accounts on monthly basis; conducts overall review for overdrafts and appropriateness of expenditures.
• Supervises staff members and provides training. Coordinates faculty and classified staff recruitment for division or unit. Exercises decision making authority regarding hiring, disciplinary action, and terminating staff. Approves online forms or paperwork to appoint, terminate, change titles and/or salary, or accomplish other personnel changes. Coordinates and/or prepares staff performance evaluations and recommendations for merit increases.
• Coordinates space needs, renovations, and all division operational services. Coordinates and recommends purchase of capital and noncapital equipment.
• Assists in preparation of major grant applications or status reports on current grants by coordinating gathering of information from principal investigators or other appropriate personnel; ensures timely submission of grants.
• Ensures division/unit patient billing is submitted accurately and timely, including charge capture and coding. Reviews patient account receivables, third party payer denials, and billing appeals.
• Prepares or coordinates preparation of complex reports, which require significant contact with other departments and outside organizations.
• Designs and executes system of internal controls which provides reasonable assurance that operations are effective and efficient, assets are safeguarded and, financial information is reliable.
• Ensures compliance with applicable laws, regulations, policies, and procedures.
• Performs 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: Senior