Administrative Assistant

Administrative Support Position

Works under minimal supervision to provide advanced administrative support in coordinating day-to-day operations of department or division office. Provides moderately complex administrative skills for a department. Prepares, maintains, and posts records, reports, and budget information. Prepares or directs the preparation of charts, graphs, and administrative fiscal, personnel, and / or statistical reports. Selects office vendors and monitors purchasing processes. May assist with overflow work from administrative and executive assistants and fill in for the office receptionist as needed. Schedules and organizes activities such as meetings, travel, conferences, and department activities for members of the department.

Benefits

UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing and include : 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.

Experience and Education

Required : Education : High School Diploma or GED. Experience : 3 years of related secretarial / administrative experience. May consider higher education completed in lieu of minimum requirements.

Job Duties

Relieves supervisor of variety of administrative duties which involve thorough understanding of functions, programs, and policies of organization may coordinate day-to-day operations of office makes recommendations for changes to procedures. Prepares or assists in preparation of grant applications, grant budgets, manuscripts, book chapters, etc. ensures proper format, grammar, and completeness. Functions as liaison with other departments including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting prepares online and paper documents as needed. Completes and coordinates complex projects and reports as assigned by supervisor which may require significant contact with other departments and outside organizations and use of various computer software applications. Composes and / or types letters memorandums and other nonroutine and moderately complex correspondence which does not require attention of supervisor. Maintains sub-ledgers and ledgers for various accounts including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds. Plans and coordinates projects such as meetings, appointments, conferences, seminars, and workshops arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc. develops and arranges printing of brochures handles finances for program including determination of charge to sponsoring department establishes registration fees processes all vouchers relating to event. Takes transcribes and distributes minutes for meetings. May transcribe dictation of medical or scientific terminology ensures correct format, grammar, punctuation, and spelling. Performs other duties as assigned.

Security and EEO Statement

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.