Administrative Associate, Simmons Cancer Center Regional Clinic
The University of Texas Southwestern Medical Center, Dallas, TX, United States
Administrative Associate, Simmons Cancer Center Regional Clinic (940027)
This position will work on site in either our Ft. Worth or Richardson Clinic locations.
Job Summary
This position provides comprehensive administrative support to 11 faculty members, as well as clinic managers and staff across three regional cancer center locations. Key responsibilities include complex calendar management, meeting coordination, expense reconciliation, supply procurement, travel arrangements, and faculty onboarding, among other administrative functions.
Primary Duties
Provide administrative support to regional Cancer Center faculty and clinic managers
Additional Duties
Serve as back up administrative support to Director, Oncology Clinical Operations
Candidate Qualifications
Ability to understand and adhere to organizational and departmental policies and procedures
Advanced proficiency in Microsoft Office Suite, with a strong emphasis on Visio, Excel, and PowerPoint
Experience coordinating semi-complex travel arrangements
Proficient in meeting facilitation, including preparing materials and taking minutes
Experience managing multiple complex calendars
Strong organizational skills with the ability to prioritize tasks and complete work independently
Ability to collaborate effectively with stakeholders at all levels of an organization
High level of accountability with strong follow-through and attention to detail
Strong written and verbal communication skills
Ability to handle and maintain confidential information
Experience with patient referrals and scheduling (preferred)
Familiarity with PeopleSoft or similar (preferred)
Basic accounting knowledge and experience with expense tracking/reporting (preferred)
Essential Functions for Cancer Center Operations Administrative Roles
Strong PeopleSoft and accounting policy knowledge
Booking travel, expense reports, reconciling expenses, payment requests
Meeting facilitation and support: coordinating calendars, reserving and preparing meeting spaces, ordering food, agenda/deck support, minute taking, tracking action items
Service support: inputting service requests, print shop orders, supply orders
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
Experience
4 years Business or administrative experience in a university medical center, governmental environment, or equivalent. May consider higher education completed in lieu of minimum requirements.
Job Duties
Coordinates administrative functions of various sections within department to ensure universal applications of policy; assists in development and implementation of procedures to ensure operational efficiency.
Maintains broad organization perspective to effectively carry out internal and external relationships of office, such as coordinating and interacting with other staff services departments concerning financial, budgetary, and personnel matters, and in general represents department in absence of top executive or administrator; reports fiscal and personnel status and activities to top executive.
Maintains appropriate financial and personnel records. Function as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares online and paper documents as needed.
Provides counsel on administrative matters or decisions affecting interdepartmental relationships by supplying information from variety of sources.
Examines correspondence, determines work priority, and engages in obtaining and dispersing information as appropriate.
Compiles averages and statistics. Prepares or directs preparation of charts, graphs, slides, and administrative reports as required.
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.
Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor, outside visitors, and official guests. Travel (gathering; input; approval; and follow‑up). Includes all personnel for University Hospitals SP and ZL; some physicians.
Provides professional support for special projects, which include editorial and administrative support for proposals and business plans; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. Takes, transcribes, and distributes minutes for meetings.
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 non‑routine and moderately complex correspondence, which does not require attention of supervisor. Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.
Triages and routes patient, visitor, and vendor calls.
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.
#J-18808-Ljbffr
This position will work on site in either our Ft. Worth or Richardson Clinic locations.
Job Summary
This position provides comprehensive administrative support to 11 faculty members, as well as clinic managers and staff across three regional cancer center locations. Key responsibilities include complex calendar management, meeting coordination, expense reconciliation, supply procurement, travel arrangements, and faculty onboarding, among other administrative functions.
Primary Duties
Provide administrative support to regional Cancer Center faculty and clinic managers
Additional Duties
Serve as back up administrative support to Director, Oncology Clinical Operations
Candidate Qualifications
Ability to understand and adhere to organizational and departmental policies and procedures
Advanced proficiency in Microsoft Office Suite, with a strong emphasis on Visio, Excel, and PowerPoint
Experience coordinating semi-complex travel arrangements
Proficient in meeting facilitation, including preparing materials and taking minutes
Experience managing multiple complex calendars
Strong organizational skills with the ability to prioritize tasks and complete work independently
Ability to collaborate effectively with stakeholders at all levels of an organization
High level of accountability with strong follow-through and attention to detail
Strong written and verbal communication skills
Ability to handle and maintain confidential information
Experience with patient referrals and scheduling (preferred)
Familiarity with PeopleSoft or similar (preferred)
Basic accounting knowledge and experience with expense tracking/reporting (preferred)
Essential Functions for Cancer Center Operations Administrative Roles
Strong PeopleSoft and accounting policy knowledge
Booking travel, expense reports, reconciling expenses, payment requests
Meeting facilitation and support: coordinating calendars, reserving and preparing meeting spaces, ordering food, agenda/deck support, minute taking, tracking action items
Service support: inputting service requests, print shop orders, supply orders
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
Experience
4 years Business or administrative experience in a university medical center, governmental environment, or equivalent. May consider higher education completed in lieu of minimum requirements.
Job Duties
Coordinates administrative functions of various sections within department to ensure universal applications of policy; assists in development and implementation of procedures to ensure operational efficiency.
Maintains broad organization perspective to effectively carry out internal and external relationships of office, such as coordinating and interacting with other staff services departments concerning financial, budgetary, and personnel matters, and in general represents department in absence of top executive or administrator; reports fiscal and personnel status and activities to top executive.
Maintains appropriate financial and personnel records. Function as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares online and paper documents as needed.
Provides counsel on administrative matters or decisions affecting interdepartmental relationships by supplying information from variety of sources.
Examines correspondence, determines work priority, and engages in obtaining and dispersing information as appropriate.
Compiles averages and statistics. Prepares or directs preparation of charts, graphs, slides, and administrative reports as required.
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.
Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor, outside visitors, and official guests. Travel (gathering; input; approval; and follow‑up). Includes all personnel for University Hospitals SP and ZL; some physicians.
Provides professional support for special projects, which include editorial and administrative support for proposals and business plans; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. Takes, transcribes, and distributes minutes for meetings.
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 non‑routine and moderately complex correspondence, which does not require attention of supervisor. Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.
Triages and routes patient, visitor, and vendor calls.
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.
#J-18808-Ljbffr