Administrative Associate, Aston Neurology Clinic

Administrative Associate, Aston Neurology Clinic (922510)

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, wages, 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!

Works under direction to assist with management of administrative and/or business functions of department, division, or unit. This position is responsible for maintaining fiscal responsibility (tracking and reconciling of engagement expenses; tracking and reconciling of One Card, collaborating with departmental finance team to ensure budgetary neutrality); all ordering and inventory (staff uniforms, clinical supplies, office supplies, botulinum toxins and setting/maintaining PAR levels for all supplies);

maintaining equipment depreciation information and communicating upgrade needs; collaborating with vendors on supply chain/procurement opportunities/issues; managing all facilities related issues; collaborating with Risk Management on warning/term letters (obtaining signatures, scanning to Epic, mailing out per protocol, returning signed copy to RM); managing calendars for practice manager and 8 leaders (scheduling interviews, meetings, managing time blocks, etc.); tracking and recording all PACT cards and distribution of pins;

setting up and maintaining section‑specific resource mailboxes and e‑faxes.

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
• 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 related work experience
  May consider higher education completed in lieu of minimum requirements.

• Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of the 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,…