Senior Administrative Assistant - Health Information Management

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 No. 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! 
 

1. Assists with the Forms Process

• Assists with all institutional forms (UTSW hospital and ambulatory and TBHC forms) including creation of new forms; analyzes existing forms for revisions or improvements; and recommends changes to enhance usability, functionality, and compliance with institutional standards.
• Creates, revises, and maintains forms using PDF-XChange Editor / Adobe Acrobat Pro, including development of fillable PDF forms, document formatting, version control, and publication-ready files.
• Serves as a contact and a resource for form processes.
• Analyzes forms to evaluate need for revision, consolidation, or discontinuation, and to evaluate necessity for build in iMed, Epic, or typeset from the Print Shop.
• Assists with form compliance, especially List A forms, with adherence to relevant regulations, industry standards, and organizational policies regarding format, content, and consistency.
• Assists with maintaining the master listing of institutional forms and the Forms portal for hospital, ambulatory, TBHC, and downtime forms, including publication of approved forms and document maintenance activities.
• Tracks, organizes, and processes form requests and/or questions from the resource mailbox.
• Works closely with various departments and key stakeholders to process form requests, gather requirements, solicit feedback, and ensure form design functionality, and document standards meet operational needs.

1. Assists with Institutional Forms Committee (Medical Staff Subcommittee)

• Assists with preparing forms, agenda, meeting materials, and minutes for the monthly Institutional Forms Committee where new, revised, downtime, and obsolete forms are presented.
• Assists with notifying key stakeholders and form users of changes to the forms process and form updates to assure that staff are aware of updates and therefore utilize the correct forms.
• Assists with forms workflow which involves design, draft, and final copy for new or modified forms to be approved by stakeholders and the Institutional Forms Committee.

1. Assists with Forms Stakeholder Review

• Assists with conducting biennial review of forms to assure that forms are updated on a regular, consistent basis.
• Assists with communicating with Language and Translation Services for necessary translations and the Print Shop for any forms needing typeset, setup for distribution, or orders for downtime forms on behalf of HIM and other departments.
• Assists with consulting Privacy and/or Compliance on requests when compliance or privacy issues arise requiring their attention.
• Assists with submitting all forms to Medical Risk Management/Legal Affairs for legal review of content and language.

1. Helps Assure Forms are Digitally Accessible

• Assists with verifying all forms meet digital accessibility requirements utilizing PDF-XChange Editor / Adobe Acrobat Pro, including reviewing and revising existing forms, coordinating accessibility remediation activities, and assisting with quality assurance of accessible PDF documents prior to publication.

1. Helps Provide Administrative Support

• Assists with creation or revisions to any forms policies and procedures.
• Assists with maintaining the Forms Management website, keeping all items current so that requestors are informed of the process and can make form requests timely.
• Provides administrative assistance as needed when coverage is needed.
• Performs other duties as assigned.

1. Helps Create and Maintain Downtime Forms and Kits

• Assists with hospital, ambulatory, and TBHC downtime forms workflow in support of emergency downtime operations, including creation, maintenance, tracking, and dissemination of downtime form kits
   

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 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.

Knowledge, Skills and Abilities

• Work requires knowledge of computers, office equipment, and other administrative tasks.
• Work requires ability to relieve supervisor of variety of complex administrative duties, which may include functioning as liaison.
• Work requires ability to coordinate and work independently on projects.
• Work requires ability to work with confidential information on daily basis.
• Ability to provide "customer service focus".
• Interpersonal and teamwork skills to contribute to objectives of organization.
• Adaptability/flexibility to react positively to changes in work environment.
• Initiative to improve productivity and quality of work.
• Ability to plan and organize work in logical and efficient manner.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

Working Conditions

• Office Setting

Salary Information
Salary is commensurate with education, skills, and relevant experience.

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.
 

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 No. 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! 
 

1. Assists with the Forms Process

• Assists with all institutional forms (UTSW hospital and ambulatory and TBHC forms) including creation of new forms; analyzes existing forms for revisions or improvements; and recommends changes to enhance usability, functionality, and compliance with institutional standards.
• Creates, revises, and maintains forms using PDF-XChange Editor / Adobe Acrobat Pro, including development of fillable PDF forms, document formatting, version control, and publication-ready files.
• Serves as a contact and a resource for form processes.
• Analyzes forms to evaluate need for revision, consolidation, or discontinuation, and to evaluate necessity for build in iMed, Epic, or typeset from the Print Shop.
• Assists with form compliance, especially List A forms, with adherence to relevant regulations, industry standards, and organizational policies regarding format, content, and consistency.
• Assists with maintaining the master listing of institutional forms and the Forms portal for hospital, ambulatory, TBHC, and downtime forms, including publication of approved forms and document maintenance activities.
• Tracks, organizes, and processes form requests and/or questions from the resource mailbox.
• Works closely with various departments and key stakeholders to process form requests, gather requirements, solicit feedback, and ensure form design functionality, and document standards meet operational needs.

1. Assists with Institutional Forms Committee (Medical Staff Subcommittee)

• Assists with preparing forms, agenda, meeting materials, and minutes for the monthly Institutional Forms Committee where new, revised, downtime, and obsolete forms are presented.
• Assists with notifying key stakeholders and form users of changes to the forms process and form updates to assure that staff are aware of updates and therefore utilize the correct forms.
• Assists with forms workflow which involves design, draft, and final copy for new or modified forms to be approved by stakeholders and the Institutional Forms Committee.

1. Assists with Forms Stakeholder Review

• Assists with conducting biennial review of forms to assure that forms are updated on a regular, consistent basis.
• Assists with communicating with Language and Translation Services for necessary translations and the Print Shop for any forms needing typeset, setup for distribution, or orders for downtime forms on behalf of HIM and other departments.
• Assists with consulting Privacy and/or Compliance on requests when compliance or privacy issues arise requiring their attention.
• Assists with submitting all forms to Medical Risk Management/Legal Affairs for legal review of content and language.

1. Helps Assure Forms are Digitally Accessible

• Assists with verifying all forms meet digital accessibility requirements utilizing PDF-XChange Editor / Adobe Acrobat Pro, including reviewing and revising existing forms, coordinating accessibility remediation activities, and assisting with quality assurance of accessible PDF documents prior to publication.

1. Helps Provide Administrative Support

• Assists with creation or revisions to any forms policies and procedures.
• Assists with maintaining the Forms Management website, keeping all items current so that requestors are informed of the process and can make form requests timely.
• Provides administrative assistance as needed when coverage is needed.
• Performs other duties as assigned.

1. Helps Create and Maintain Downtime Forms and Kits

• Assists with hospital, ambulatory, and TBHC downtime forms workflow in support of emergency downtime operations, including creation, maintenance, tracking, and dissemination of downtime form kits
   

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 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.

Knowledge, Skills and Abilities

• Work requires knowledge of computers, office equipment, and other administrative tasks.
• Work requires ability to relieve supervisor of variety of complex administrative duties, which may include functioning as liaison.
• Work requires ability to coordinate and work independently on projects.
• Work requires ability to work with confidential information on daily basis.
• Ability to provide "customer service focus".
• Interpersonal and teamwork skills to contribute to objectives of organization.
• Adaptability/flexibility to react positively to changes in work environment.
• Initiative to improve productivity and quality of work.
• Ability to plan and organize work in logical and efficient manner.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

Working Conditions

• Office Setting

Salary Information
Salary is commensurate with education, skills, and relevant experience.

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.