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
Works under direction to assist with management of administrative and/or business functions of department, division, or unit. 
Departmental 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.

Key Responsibilities:

• Initiate and Coordinate New Projects: Under the guidance of the Associate Vice Chairs, lead the coordination of new start-up projects, ensuring seamless execution and adherence to project timelines.
• Provide Administrative Support: Offer comprehensive administrative assistance to the Associate Vice Chair of Clinical Research and the Associate Vice Chair of Research Operations, contributing to the efficient functioning of their roles.
• Event Coordination: Take charge of coordinating seminars by managing scheduling, logistics, and communication to ensure successful and engaging events.
• Applicant Screening and Management: Screen and manage applicants participating in various programs and projects, ensuring a streamlined and organized selection process.
• Survey Administration: Administer surveys as required for research and program evaluation purposes, contributing to the collection of valuable data.
• Meeting Management: Manage all aspects of meetings, including scheduling, room setup, and coordination of resources to facilitate productive and well-organized gatherings.
• Agenda Creation and Distribution: Create comprehensive meeting agendas and ensure timely distribution to participants, facilitating effective preparation and participation.
• Meeting Notes and Summaries: Take detailed meeting notes and distribute concise summaries to relevant stakeholders, ensuring clear communication and documentation of key points.
• Inbox Management: Oversee the inboxes of the Associate Vice Chairs, ensuring prompt responses and efficient organization of incoming communications.
• Proficient Use of Tools: Demonstrate proficiency in event management, Excel, and PowerPoint, leveraging these tools to support various projects and initiatives effectively.

Preferred candidates should possess a keen attention to detail, exceptional organizational skills, and a demonstrated proficiency in both verbal and written communication. A solid background in administration is crucial, complemented by the ability to think critically and proactively approach problem-solving. Operating with a high level of professionalism and maintaining confidentiality is imperative, accompanied by a customer service-oriented mindset. The ideal candidate will contribute a proactive and positive attitude to the team, showcasing a proven track record in project management, data analysis, and event management, in addition to possessing strong administrative skills.

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.