Sr Admin Assistant Trauma/Critical Care Surgery

University of Texas Southwestern Medical Center
parental leave, paid time off, paid holidays, tuition reimbursement
United States, Texas, Dallas
5323 Harry Hines Boulevard (Show on map)
Feb 19, 2025
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 UT Southwestern Medical Center is hiring a Senior Administrative Assistant I, Burn/Trauma/Acute/Critical Care Surgery. This role provides administrative support to multiple faculty members within the Division of Burn/Trauma/Acute/Critical Care Surgery. Responsibilities include managing calendars, organizing meetings, ensuring compliance with departmental and institutional procedures and approvals, coordinating travel logistics, maintaining spreadsheets for travel budgets, overseeing licensure and recredentialing processes, and processing various financial transactions including travel expense reimbursements, purchase orders, and payment requests. Ideal candidates should possess self-initiative, resourcefulness, and adeptness in collaborative settings. The desired candidate will demonstrate strong written and verbal communication, proven customer service abilities, adept time management and prioritization skills, consistent follow-through, and excellent work ethic. Experience and Education High school graduation or GED and three (3) years related secretarial/administrative experience. May consider higher education completed in lieu of minimum requirements. Preferred Skills/Experience Detail oriented Organized Strong verbal and written communication Multi-tasker in fast-paced environment Job Duties May perform some or all the following: Provides administrative support for multiple faculty members within the BTACCS division. Schedules and organize activities such as meetings, and conferences. Organize and coordinate travel logistics Communication: Draft and prepare official documents, memos, emails, and presentations. Maintain Faculty Curriculum Vitae, licensures and recredentialing Coordinate communication between various departments/centers. Composes and processes repetitive and non-repetitive documents in accordance with established procedures Processes various financial transactions following institutional policies and procedures including travel expenses, reimbursements, purchase orders, and payment requests Order Office supplies, lab coats, meeting supplies. Maintaining clinical call schedules Determines work priorities and monitors progress toward work deadlines May assist with overflow work from administrative peers as needed 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. Testing may be required. JOB DUTIES Relieves supervisor of variety of administrative duties, which involve thorough understanding of functions, programs, and policies of organization; may coordinate daytoday 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. 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 Statement 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. 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!