Administrative Associate, Urology

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!

Works under direction to assist with management of administrative and/or business functions of department, division, or unit.

Detail‑oriented Administrative Associate with experience supporting complex departmental operations, including timekeeping, scheduling coordination, and high-level administrative support. Serves as Timekeeper and Scheduling Coordinator, in systems such as myTime and QGenda. Recognized as a subject matter expert in institutional leave and scheduling policies, and as a trusted trainer for staff, supervisors, and managers.

Responsible for faculty master scheduling processes across multiple sites and partnering with leadership to address both immediate and long‑term coverage needs. Demonstrates strong communication, organizational, and problem‑solving skills to resolve timekeeping and scheduling discrepancies.

Provides dedicated administrative support to faculty, including travel coordination, calendar management, meeting planning, expense reporting, purchasing, and the development of Microsoft 365 documents and presentations. An associate degree is preferred.

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!

Required

• Education:
  
  High School Diploma
• 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 a thorough understanding of and adherence to the 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 the unit's budget; provides input to supervisor; prepares and submits various budgetary reports; assists supervisor with the annual budget process. May have delegated approval authority for all dollar‑level expenditures for a designated entity; coordinates the process for items requiring chair‑level approval.
• Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, and handles other logistical needs for the supervisor or outside visitors.
• Coordinates details of faculty and staff recruitment for the division, including initiating personnel action documents such as appointment, termination, and/or salary/title changes, and coordinating the 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 arranging moves and/or…