Job description

Why UT Southwestern?

With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued patients and employees. With over 20,000 employees, we are committed to continuing our growth with the best professionals in the healthcare industry. We invite you to be a part of the UT Southwestern team where you’ll discover teamwork, professionalism, and consistent opportunities for growth.

Job Summary

The Department of Pediatrics is seeking a professional, proactive, and positive individual to join our team in the position of Administrative Associate. This position will work closely with the Division Chief in collaboration with the Pediatric Administrative Coordinator to ensure the administrative operations within the division are efficient and met with a keen sense of business acumen.

As a valued team member, you are responsible for the supervision of the administrative staff who provide comprehensive operational support to the division’s faculty members, medical directors, and research personnel.

Responsibilities will include serving as the liaison between the division and the department operational support teams such as Clinical Business Operations, Facilities, Faculty Support, Financial Affairs, Human Resources, Marketing & Digital Content, and the Pediatrics Office of Research & Grant Support.

In addition to spearheading faculty and classified staff recruitment, serving as the primary time approver, reconciling divisional funds, and coordinating special events and conferences, this person will determine work priorities and utilization of resources to provide training and development opportunities for the administrative support team. This person will also conduct staff 1:1 and group meetings, be responsible for onboarding of new administrative support staff, as well as create, review, and maintain policies and procedures to ensure the division is compliant.

Experience and Education

High school graduation or GED and four (4) years related experience. Testing may be required. May consider higher education completed in lieu of minimum requirements.
Previous experience supporting Executive Level Director(s), preferred.

Job Duties

Ideal candidates will be detail-oriented, extremely organized, demonstrate strong verbal and written communication skills, have a background in administration, as well as the ability to think critically with a proactive approach toward problem solving, and operate with a high level of professionalism and confidentiality, with customer service focus.

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. May provide 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. May have delegated approval authority for all dollar level expenditures for designated entity; coordinates process for items requiring Chair level approval, and/or has delegated approval authority over these items.
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. As directed by supervisor or unit head, initiates personnel action documents, including appointment, termination, and/or salary/title changes. 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/divisional 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 material for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. May provide assistance in preparing grants and contracts, which may include assistance with 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.
**Other Duties: Performs other duties as assigned.

To learn more about the benefits UT Southwestern offers visit https://www.utsouthwestern.edu/employees/hr-resources/

For COVID-19 vaccine information, applicants should visit https://www.utsouthwestern.edu/covid-19/work-on-campus/

This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes UT Southwestern to obtain criminal history record information.

UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of: race; color; religion; national origin; sex; including sexual harassment; age; disability; genetic information; citizenship status; and protected veteran status. In addition, it is UT Southwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.

colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, colinoncars.com is the ideal place to find your next job.