Temporary Administrative Assistant

UT Southwestern Medical Center•Dallas, TX

3d•Onsite

About The Position

Works under immediate supervision to provide clerical and/or typing support in performance of variety of office duties which may be simple to moderately complex in nature. This is a full time, temporary assignment with an expected assignment length of 2-4 months. This assignment is fully on site. This temporary position provides comprehensive administrative support to assigned basic science research faculty and their research laboratory trainees and staff. The hiring department is an academic, basic science research center broadly focused on reproductive biology, development and genome regulation. Duties include but are not limited to procurement/lab ordering, order follow-up and credit card reconciliation duties, travel arrangements and expense report processing, catering orders for lab meetings and journal clubs, other routine administrative tasks and support for occasional center-wide events. Position also serves as backup to other center administrators. Training will be provided for UT Southwestern procurement and expense processing platforms. Transcribes dictation that may involve use of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling. Types correspondence, memorandums, grants, manuscripts, book chapters, etc. from complex rough drafts, which may involve special formats and complicated footnotes. Composes letters, memorandums, and other non-routine correspondence for supervisor's signature. Processes and submits online forms; pays invoices. Coordinates meetings and conferences for supervisor or other staff members. Makes appointments and maintains supervisor's calendar; makes travel and hotel reservations for supervisor or other staff members. Receives, screens, and directs visitors as required; answers and makes telephone calls; transfers calls, takes messages, or answers questions as necessary, including patient related calls and appointments. Receives, sorts, and distributes incoming mail; makes copies; faxes documents; makes deliveries on and off campus. Completes moderately complex projects and reports as requested by supervisor using word processing, spreadsheet, or database applications. Retrieves articles from Library; makes copies, including performing online library searches. Maintains various files and records for operating unit, which may include vacation/sick leave, personnel files, etc.; handles confidential and sensitive information in appropriate manner. Various administrative and clerical assignments filled on an as needed basis.

Responsibilities

Procurement/lab ordering
Order follow-up and credit card reconciliation duties
Travel arrangements and expense report processing
Catering orders for lab meetings and journal clubs
Routine administrative tasks
Support for occasional center-wide events
Backup to other center administrators
Transcribes dictation that may involve use of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
Types correspondence, memorandums, grants, manuscripts, book chapters, etc. from complex rough drafts, which may involve special formats and complicated footnotes.
Composes letters, memorandums, and other non-routine correspondence for supervisor's signature.
Processes and submits online forms; pays invoices.
Coordinates meetings and conferences for supervisor or other staff members.
Makes appointments and maintains supervisor's calendar; makes travel and hotel reservations for supervisor or other staff members.
Receives, screens, and directs visitors as required; answers and makes telephone calls; transfers calls, takes messages, or answers questions as necessary, including patient related calls and appointments.
Receives, sorts, and distributes incoming mail; makes copies; faxes documents; makes deliveries on and off campus.
Completes moderately complex projects and reports as requested by supervisor using word processing, spreadsheet, or database applications.
Retrieves articles from Library; makes copies, including performing online library searches.
Maintains various files and records for operating unit, which may include vacation/sick leave, personnel files, etc.; handles confidential and sensitive information in appropriate manner.
Various administrative and clerical assignments filled on an as needed basis.