UT Southwestern Medical Center
Administrative Associate, Burn/Trauma Surgery
UT Southwestern Medical Center, Dallas, Texas, United States, 75215
Job Summary
Works under direction to assist with management of administrative and/or business functions of department, division, or unit. UT Southwestern has an opening for the position of Administrative Associate in the Division of Burn Trauma Acute Critical Care Surgery. This position will provide essential administrative support to multiple faculty members within the division. Responsibilities will include managing calendars, organizing meetings, ensuring compliance with departmental and institutional procedures and approvals, coordinating travel logistics, maintaining spreadsheets for travel budgets, overseeing licensure and recredentialing processes, processing expense reports, and managing supply orders. Facilitates travel and reimbursement for visiting professorships. Coordinate communication between various departments/centers. Assist in the planning and execution of special projects.
Responsibilities
Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university.
Reviews department policy manuals periodically to update and institute changes as necessary.
Provides comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper level administrator.
Monitors and maintains unit's budget; provides input to supervisor; prepares and submits various budgetary reports; assists supervisor with annual budget process.
Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor or outside visitors.
Coordinates details of faculty and staff recruitment for division, initiates personnel action documents, including appointment, termination, and/or salary/title changes, and coordinates appointment process for foreign nationals.
Pre‑screens staff applicants; coordinates interview process for supervisor and/or unit head; conducts department/division orientation for administrative and technical staff and training of administrative staff.
Coordinates scheduling and use of department/division facilities and assets, including making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files.
Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel.
Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations.
Provides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs library and internet research; and may provide assistance in preparing grants and contracts, including budget preparation and/or oversight.
Maintains sub‑ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
May provide working supervision for staff of lower rank.
Performs other duties as assigned.
Qualifications
High School Diploma.
At least 4 years of related work experience (higher education completed in lieu of the minimum requirement may be considered).
Strong written and verbal communication skills.
Exceptional customer service track record.
Adept at prioritization and time management.
Commitment to follow‑through and maintaining high work standards.
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.
Other employee benefits available.
Security & EEO Security: This position is security‑sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.
EEO: UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.
Location Primary Location: 5323 Harry Hines Blvd, Dallas, TX 75001
Job Details Administrative/Clerical – full‑time, day shift – Regular employee status – Standard job type.
Employment Information Seniority level: Not applicable. Employment type: Full‑time. Job function: Administrative. Industries: Hospitals and Health Care.
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Responsibilities
Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university.
Reviews department policy manuals periodically to update and institute changes as necessary.
Provides comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper level administrator.
Monitors and maintains unit's budget; provides input to supervisor; prepares and submits various budgetary reports; assists supervisor with annual budget process.
Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor or outside visitors.
Coordinates details of faculty and staff recruitment for division, initiates personnel action documents, including appointment, termination, and/or salary/title changes, and coordinates appointment process for foreign nationals.
Pre‑screens staff applicants; coordinates interview process for supervisor and/or unit head; conducts department/division orientation for administrative and technical staff and training of administrative staff.
Coordinates scheduling and use of department/division facilities and assets, including making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files.
Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel.
Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations.
Provides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs library and internet research; and may provide assistance in preparing grants and contracts, including budget preparation and/or oversight.
Maintains sub‑ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
May provide working supervision for staff of lower rank.
Performs other duties as assigned.
Qualifications
High School Diploma.
At least 4 years of related work experience (higher education completed in lieu of the minimum requirement may be considered).
Strong written and verbal communication skills.
Exceptional customer service track record.
Adept at prioritization and time management.
Commitment to follow‑through and maintaining high work standards.
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.
Other employee benefits available.
Security & EEO Security: This position is security‑sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.
EEO: UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.
Location Primary Location: 5323 Harry Hines Blvd, Dallas, TX 75001
Job Details Administrative/Clerical – full‑time, day shift – Regular employee status – Standard job type.
Employment Information Seniority level: Not applicable. Employment type: Full‑time. Job function: Administrative. Industries: Hospitals and Health Care.
#J-18808-Ljbffr