Office and Operations Administrator

About Southwestern Medical Foundation: Southwestern Medical Foundation is a nonprofit organization committed to advancing medicine through the support of medical research, care, and education. We were founded in 1939 by Edward H. Cary, M.D., Karl Hoblitzelle, and a group of community leaders determined to bring excellent medical care to the North Texas region. After establishing Southwestern Medical College in 1943—now UT Southwestern Medical Center—the Foundation began operating as an independent Texas nonprofit, working in close alignment with UT Southwestern to champion leading-edge initiatives.

Since our founding in 1939, the Foundation has awarded more than $900 million in grants, primarily to support the mission of UT Southwestern Medical Center. This support has helped nurture one of the world’s preeminent medical research and academic institutions. We currently manage more than $1 billion in assets across 1,000 funds, providing sustainable resources.

Summary: The Office & Operations Administrator serves as a cultural ambassador to the organization by consistently acting in a manner that leaves people with a positive perception of the organization while authentically embodying our values. The Office & Operations Administrator is responsible for overseeing the daily operations of the office to ensure the office operates efficiently and smoothly. In addition, this role will contribute to special projects as needed to drive the priorities of the Foundation.

Duties and Responsibilities:

To perform this job successfully, an individual must embody the culture of the Foundation and understand its priorities. It is the duty of all members of the team to support the Foundation in achieving the organizational goals. In addition, the individual must be able to satisfactorily perform each of the essential duties and responsibilities listed below. The duties and responsibilities include the following, though other duties may be assigned.

• Communicate and coordinate with a wide range of constituents on behalf of the organization, including prominent university and community leaders, current and prospective donors and their representatives, and other respected constituencies.
• Under minimal direction, support the organization by providing high-level administrative and project management support to ensure teams work effectively and that workspaces (physical or virtual) meet the needs of the internal team.
• Perform daily receptionist duties, which include opening and closing the office, greeting visitors, answering and screening incoming calls, directing calls to appropriate stakeholders, and taking and relaying messages.
• Work closely with and act as a backup to the CEO’s Executive Assistant and serve as an administrative liaison across the organization.
• Take ownership of ensuring office operations and procedures are organized, correspondences are managed, filing systems are designed, deadlines are met, supply requisitions are reviewed and placed, and clerical functions are handled in an appropriate manner.
• Prepare correspondence and documents, receive/sort emails, U.S. mail, deliveries, and errands daily.
• Serve as the primary contact for the Foundation’s audio/visual and conference room systems, and manages the set-up, maintenance, use, and improvements of these systems. Own the relationship with the outsourced vendor.
• Coordinate logistics of in-office meetings, including audio/visual set-up and organizing refreshments and meals.
• Perform general administrative duties such as logging/tracking expenses and developing and managing detailed spreadsheets and databases.
• Responsible for managing the Foundation’s inventory of supplies, promotional items, and event and stewardship items. Takes ownership of monitoring inventory and coordinating with the team to re-order as needed.
• Oversee and manage office operations to ensure the office has adequate supplies, necessary equipment, and personnel support.
• Manage and ensure the kitchen is organized, clean, stocked appropriately, and operational for all on-site board meetings and events.
• Coordinate office equipment setup and repairs and arrange necessary office repairs with building personnel by submitting work orders and scheduling repairs.
• In collaboration with the Senior Director of Operations, supports the planning, implementing, tracking, and evaluating of office procedures and special projects.
• Serve as the primary administrative point of contact for internal team support and external visitors.
• Plan internal team celebrations, including invites, logistics, food, and purchasing of items.
• Assist with preparing board meetings, including audio / visual set-up, ordering and setting up catering, compiling materials, etc.
• Provide support as needed for Foundation programming and events, including receptions and board meetings (some which may be extended working hours).
• In collaboration with the Senior Director of Operations, manage office and operational projects, such as office space improvements, vendor management, and technology management.
• Working closely with Foundation leadership, manage special projects, create process documentation and ensure project deadlines are met for Foundation priorities.
• Maintain various spreadsheets regarding vendor management to track contracts, vendor deliverables, vendor payments, and research alternatives as appropriate.
• Assist the Chief Financial Officer with scheduling, expense reports and other general administrative responsibilities.

Qualifications:

Our ideal candidate will have the following qualifications:

• Associate or bachelor’s degree or equivalent combination of training and experience
• At least three years of progressively responsible administrative/office management experience
• Ability to handle confidential information with discretion
• Strong attention to detail and problem-solving skills
• Excellent customer service skills including a professional, courteous and welcoming demeanor
• Proficiency in Salesforce, ClickUp, Concur and Microsoft Office preferred
• Demonstrated ability to arrive at the office punctually and maintain consistent attendance

Physical Requirements:

The physical requirements and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. 

• Moderate stress level
• Moderate noise level
• Regular and predictable attendance
• Occasional standing and lifting of at least 20 pounds
• Long periods of sitting

This position is not eligible for remote work.