Administrative Associate

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. 
Works under general direction to support and oversee the administrative and business functions of a department, division, or unit. The Administrative Associate Lead works closely with the Division Chief and Division Operations Administrator to ensure efficient, effective, and compliant administrative operations.

Key responsibilities include\:

• Supervising and providing guidance to administrative staff, including setting priorities and coordinating workload.

• Serving as a liaison between the division and department operational support teams to facilitate communication and resolve administrative needs.

• Leading and coordinating recruitment activities for administrative positions.

• Serving as the primary time approver and ensuring accurate and timely timekeeping.

• Reconciling divisional funds and supporting effective fiscal management.

• Coordinating special events, conferences, meetings, and other divisional activities.

• Determining work priorities and ensuring administrative responsibilities are completed efficiently and within established deadlines.

• Providing training, coaching, and ongoing support to administrative staff.

• Conducting regular one-on-one and group staff meetings to promote communication, engagement, and accountability.

• Coordinating the onboarding of new administrative staff and ensuring a smooth transition into the division.

• Creating, reviewing, updating, and maintaining policies and procedures to support consistent operations and ensure divisional compliance.

• Identifying opportunities to improve administrative processes, efficiency, and customer service.
   

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.
 

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. 
Works under general direction to support and oversee the administrative and business functions of a department, division, or unit. The Administrative Associate Lead works closely with the Division Chief and Division Operations Administrator to ensure efficient, effective, and compliant administrative operations.

Key responsibilities include\:

• Supervising and providing guidance to administrative staff, including setting priorities and coordinating workload.

• Serving as a liaison between the division and department operational support teams to facilitate communication and resolve administrative needs.

• Leading and coordinating recruitment activities for administrative positions.

• Serving as the primary time approver and ensuring accurate and timely timekeeping.

• Reconciling divisional funds and supporting effective fiscal management.

• Coordinating special events, conferences, meetings, and other divisional activities.

• Determining work priorities and ensuring administrative responsibilities are completed efficiently and within established deadlines.

• Providing training, coaching, and ongoing support to administrative staff.

• Conducting regular one-on-one and group staff meetings to promote communication, engagement, and accountability.

• Coordinating the onboarding of new administrative staff and ensuring a smooth transition into the division.

• Creating, reviewing, updating, and maintaining policies and procedures to support consistent operations and ensure divisional compliance.

• Identifying opportunities to improve administrative processes, efficiency, and customer service.
   

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.