Sr Administrative Associate, Pediatric Emergency Medicine

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Job Summary UT Southwestern Medical Center is hiring a Senior Administrative Associate, Pediatric Emergency Medicine. The Department of Pediatrics is seeking a professional, proactive, and positive individual to join our team in the position of Senior Administrative Associate.This position will work closely with the Division Chief and the Division Operations Administrator 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 education 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 new faculty and administrative support staff, and create, review, and maintain policies and procedures to ensure the division is compliant.

Experience and Education Bachelor's degree in Business Administration, Healthcare Administration, or directly related field and five (5) years related experience required Prefer two (2) years previous supervisory experience or experience in a lead role May consider additional years of experience in lieu of degree Job Duties Manages and directs administrative and business functions of division or unit with responsibility for establishing, reviewing, and revising internal procedures, interpreting policies of division, department, or university for unit's personnel, supervising clerical operations, managing workflow for maximum efficiency, evaluating work progress, and determining work priorities. Prepares or assists in preparing annual budget for division or unit for approval by department management, including analyzing financial status, projecting income and expenditures, and allocating funding sources for division faculty and staff. Monitors budget, including income and expenditures.

Maintains or coordinates maintenance of budgets and grants of division or unit, including approving expenditures and preparing financial reports as needed. Reconciles accounts on monthly basis; conducts overall review for overdrafts and appropriateness of expenditures. Supervises staff members and provides training.

Coordinates faculty and staff recruitment for division or unit. Exercises decision-making authority regarding hiring, disciplinary action, and terminating staff. Approves on-line forms or paperwork to appoint, terminate, change titles and/or salary, or accomplish other personnel changes.

Coordinates and/or prepares staff performance evaluations and recommendations for merit increases. Coordinates space needs, renovations, and all division operational services. Coordinates and recommends purchase of capital and non-capital equipment.

Assists in preparation of major grant applications or status reports on current grants by coordinating gathering of information from principal investigators or other appropriate personnel; ensures timely submission of grants. Ensures division/unit patient billing is submitted accurately and timely, including charge capture and coding. Reviews patient account receivables, third party payer denials, and billing appeals.

Prepares or coordinates preparation of complex reports, which require significant contact with other departments and outside organizations. Designs and executes system of internal controls, which provides reasonable assurance that operations are effective and efficient, assets are safeguarded, and financial information is reliable. Ensures compliance with applicable laws, regulations, policies, and procedures.

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. 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 Learn more about these and other UTSW employee benefits