Administrative Associate, Admin Chairs Office- Pediatrics

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 actively seeking a versatile and detail-oriented individual to assume the role of Administrative Associate. In this pivotal position, the chosen candidate will play a crucial role in supporting the Associate Vice Chair of Clinical Research and the Associate Vice Chair of Research Operations. This dynamic role encompasses a range of responsibilities, including project management, data analysis, and event management, in addition to traditional administrative tasks

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.

Job Duties

• 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.

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

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. 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.