Sr Administrative Associate, O'Donnell Brain Institute

UT Southwestern Medical Center • Dallas, TX

7d • Onsite

About The Position

The Senior Administrative Associate provides advanced administrative and operational support to department leadership by coordinating complex schedules, managing communications, organizing meetings and events, preparing correspondence and reports, and maintaining confidential records. Responsibilities include monitoring project timelines and deadlines, coordinating travel and reimbursement requests, processing purchasing and financial transactions. This role also manages and directs administrative and business functions of a division or unit, including establishing and revising internal procedures, interpreting policies, supervising clerical operations, managing workflow, evaluating work progress, and determining work priorities.

Requirements

• Bachelor's Degree In Business Administration, Healthcare Administration, or directly related field.
• 5 years related experience.
• May consider additional years of experience in lieu of minimum qualifications.

Nice To Haves

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

Responsibilities

• 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%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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level