Administrative Associate, Digestive & Liver

Job Summary

Works under direction to assist with management of administrative and/or business functions of a department, division, or unit. This position will support 10 providers.

• Manage emails, calendars & meetings
• Order food, coffee & lab coats
• Prepare Epic letters and route documents via fax
• Arrange travel
• Compose and type correspondence
• Manage MyTime for the division
• Maintain CME expenditures for 10 providers
• Reconciling One Card schedule and attend financial meetings
• Handle incoming mail
• Maintain schedules for procedures and clinic appointments for all 10 providers via EPIC, Qgenda, and Faculty calendars
• Assemble data and prepare required reports as needed
• Process reimbursements for all expenses incurred
• Process absence requests (FSC/Cancellation Forms) for all 10 faculty
• Record retention
• Maintain credentialing
• Maintain professional memberships
• Assist with GI CME conference as needed
• Review Qgenda scheduling
• Assist in all areas needed at the request of team members/management
• Train new administrative staff upon request

• Relieves supervisor of various internal administrative duties that require thorough understanding of unit and university policies.
• Reviews Department policy manuals periodically to update and institute changes as necessary.
• Provides comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper‑level administrator.
• Monitors and maintains unit's budget; prepares and submits various budgetary reports; assists supervisor with the annual budget process.
• Coordinates supervisor's schedule; makes travel arrangements and plans meeting itineraries.
• Coordinates details of faculty and staff recruitment for the division; initiates personnel action documents as directed.
• Pre‑screens staff applicants; coordinates interview process; conducts orientation and training for administrative staff.
• Coordinates scheduling and use of department/division facilities and assets; maintains accurate space records; recommends and approves purchase of equipment and furniture; maintains inventory files.
• Approves vacation and sick leave transactions; interprets policies for unit personnel.
• Prepares or coordinates complex reports requiring significant contact with other departments and outside organizations.
• Provides professional support for special projects, including editorial and administrative support for manuscripts and abstracts, preparation of presentation materials, and coordination of courses, meetings, and conferences.
• Maintains sub‑ledgers and ledgers; reviews expenditures and encumbrances; reconciles accounts; ensures appropriate use of funds.
• May provide working supervision for staff of lower rank.
• Performs other duties as assigned.

• 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
• Additional employee benefits available.

• High School Diploma
• 4 years of related work experience (higher education may be considered in lieu of minimum requirements).

• Security: This position is security‑sensitive and subject to Texas Education Code 51.215, authorizing 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. It prohibits unlawful 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.

Primary

Location:

5323 Harry Hines Blvd, Dallas, TX, USA

Job Type: Administrative/Clerical

Schedule:

Full‑time, Day Job

Employee Status:
Regular