Why UT Southwestern?

With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. At UT Southwestern, we invest in you with opportunities for career growth and development that align with your future goals and help to provide security for you and your family. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more that are all available on the day you start work. UT Southwestern is honored to be a Veteran Friendly work environment that is home to approximately 800 veterans. We value your integrity, dedication, and the commitment you’ve made to our country. We’re proud to support your next mission. Ranked by Forbes as one of the Top 10 National Employers, we invite you to be a part of the UT Southwestern team where you’ll discover teamwork, professionalism, and consistent opportunities for growth.  

Job Summary

UT Southwestern Medical Center is hiring for a Senior Administrative Assistant, Oral and Maxillofacial Surgery. 

The Department of Surgery has an opening for a Senior Administrative Assistant I.This position will provide administrative support for faculty in Burn/Trauma/Acute/Critical Care Surgery.

This individual will be responsible for the day-to-day administrative duties including calendar management, credentialing, travel and accounts payable.To be successful, highly qualified candidates will be a self-starter, resourceful, and able to work well in a team environment.

Provide administrative support to 5-6 faculty members of Division of Burn/Trauma/Acute/Critical Care Surgery by the following duties: coordinate meetings and travel arrangements for conference attendance, coordinates re-credentialing; maintaining, calendars, licensures. academic allotment tracking spreadsheet, society memberships and compliance to governing bodies. Submission of Travel and expense reimbursements, IDRs and Payment requests. Manage correspondences, order supplies, and Division Call schedules.

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  

• Relieves supervisor of variety of administrative duties, which involve thorough understanding of functions, programs, and policies of organization; may coordinate day to day 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 on line 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 non routine 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

To learn more about the benefits UT Southwestern offers, visit https://www.utsouthwestern.edu/employees/hr-resources/

This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes UT Southwestern to obtain criminal history record information. 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.

To learn more, please visit: https://jobs.utsouthwestern.edu/why-work-here/diversity-inclusion