Administrative Associate, Ambulatory Nursing
🔍 Dallas, Texas
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 employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career!
JOB SUMMARY
The Administrative Associate must be able to independently and accurately organize the Directors' schedules, complete complex administrative tasks, and interface well with the public, university and hospital leaders, and peers. We are looking for an energetic, detail-oriented, organized, and analytical individual with sound judgement. Successful candidates will be self-starters who are able to contribute to the efficient use of their leaders' time and help ensure that their departments are well run. This position will also partner with Assistants across campus.
Essential Duties and Responsibilities
Maintain the professional calendar for the Nursing Directors. Schedule appointments and meetings with lab staff, university faculty, students, media, external professionals, and administration.
Coordinate complex travel for the Directors and their teams. Prepare expense reports and maintain detailed expense records. Reconcile and pay invoices and charge cards.
Coordinate with development and communication staff as needed
Assist with the onboarding of new staff and administrative employees.
Assist with the administrative aspects of personnel management which may include being a backup timekeeper, Ensure compliance with administrative, human resources, and department policies and procedures.
Assist with coordination of all Nursing recognition events for Ambulatory services while working with administrative colleagues across campus.
Ideal qualifications include:
Five to seven years of administrative experience
Excellent written and oral skills
Detailed oriented and the ability to multi-task with accuracy in a busy and complex environment
Energetic self-starter and critical thinker
Thoughtful approach to problem solving and the ability to independently resolve conflicts in schedules
Skilled in Microsoft Outlook, Word, Excel and PowerPoint
Knowledge and experience with budgets and maintaining financial records
Ability to recognize and safeguard confidential information.
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!
EXPERIENCE AND EDUCATION
Required
- Education
High School Diploma
- Experience
4 years related work experience
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 for 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/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. 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.
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.