Administrative Associate, Otolaryngology
The University of Texas Southwestern Medical Center, Dallas, TX, United States
Job Description - Administrative Associate, Otolaryngology (940292)
Job Summary
Works under direction to assist with the management of administrative and/or business functions of department, division, or unit. This position provides comprehensive administrative support to the Communication and Vestibular Disorders Division within the Department of Otolaryngology, a team that specializes in identifying the source of patient symptoms and delivering compassionate care that restores quality of life.
Responsibilities
Relieve supervisor of various internal administrative duties, which require a thorough understanding of, and adherence to, the functions, programs, and policies of unit and university. Review 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.
Monitor and maintain unit's budget; provide input to supervisor; prepare and submit various budgetary reports; assist supervisor with the annual budget process. May have delegated approval authority for all dollar level expenditures for a designated entity; coordinate the process for items requiring Chair level approval.
Coordinate supervisor's schedule; make travel arrangements, plan meeting itineraries, etc. for supervisor or outside visitors.
Coordinate details of faculty and staff recruitment for the division. As directed by supervisor or unit head, initiate personnel action documents, including appointment, termination, and/or salary/title changes. Coordinate appointment process for foreign nationals.
Pre-screen staff applicants; coordinate interview process for supervisor and/or unit head. Conduct department/division orientation for administrative and technical staff and training of administrative staff.
Coordinate 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.
Approve vacation and sick leave transactions; interpret V/SL policies for unit's personnel.
Prepare or coordinate preparation of complex reports requiring significant contact with other departments and outside organizations.
Provide professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepare materials for oral and/or written presentations; coordinate and prepare materials for courses, meetings, and conferences; perform library and internet research. May provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight.
Maintain 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.
Perform other duties as assigned.
Qualifications
4 years related work experience.
May consider higher education completed in lieu of minimum requirements.
Benefits
PPO medical plan, available day one at no cost for full-time employee-only coverage.
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.
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.
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Job Summary
Works under direction to assist with the management of administrative and/or business functions of department, division, or unit. This position provides comprehensive administrative support to the Communication and Vestibular Disorders Division within the Department of Otolaryngology, a team that specializes in identifying the source of patient symptoms and delivering compassionate care that restores quality of life.
Responsibilities
Relieve supervisor of various internal administrative duties, which require a thorough understanding of, and adherence to, the functions, programs, and policies of unit and university. Review 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.
Monitor and maintain unit's budget; provide input to supervisor; prepare and submit various budgetary reports; assist supervisor with the annual budget process. May have delegated approval authority for all dollar level expenditures for a designated entity; coordinate the process for items requiring Chair level approval.
Coordinate supervisor's schedule; make travel arrangements, plan meeting itineraries, etc. for supervisor or outside visitors.
Coordinate details of faculty and staff recruitment for the division. As directed by supervisor or unit head, initiate personnel action documents, including appointment, termination, and/or salary/title changes. Coordinate appointment process for foreign nationals.
Pre-screen staff applicants; coordinate interview process for supervisor and/or unit head. Conduct department/division orientation for administrative and technical staff and training of administrative staff.
Coordinate 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.
Approve vacation and sick leave transactions; interpret V/SL policies for unit's personnel.
Prepare or coordinate preparation of complex reports requiring significant contact with other departments and outside organizations.
Provide professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepare materials for oral and/or written presentations; coordinate and prepare materials for courses, meetings, and conferences; perform library and internet research. May provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight.
Maintain 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.
Perform other duties as assigned.
Qualifications
4 years related work experience.
May consider higher education completed in lieu of minimum requirements.
Benefits
PPO medical plan, available day one at no cost for full-time employee-only coverage.
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.
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.
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