Sr Administrative Assistant, Admissions Office

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! 

JOB SUMMARY
Works under minimal supervision to provide advanced administrative support in coordinating day to day operations of department or division office. 
UT Southwestern Medical Center is hiring a Senior Administrative Assistant, Admissions and Recruitment. (Senior Administrative Assistant is an entry level role)

Serves as primary point of contact for all admissions & recruitment phone calls and emails. Responds to prospective applicant email and phone inquiries and provides timely response to candidates seeking information regarding our programs. Provides administrative support for The Office of Admissions and Recruitment. Provides administrative support for student recruitment. Processing and tracking of onboarding requirements for incoming students across all four schools as needed. Assists in event preparations and logistics for medical school admissions committee meetings, campus visits, JAMP functions, medical school interviews, and other related activities. Develops comprehensive knowledge of the four school’s admissions policies and procedures and effectively communicates those guidelines to prospective candidates via phone and email. Provides administrative support to JAMP program and JAMP Coordinator when needed. May require in person attendance to support in-person meetings/events. Supports administration by serving as back up and assist with travel, expenditures, procurement and MyTime. 

This is a hybrid role requiring at least 2 days a week in office.

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
• College admissions experience helpful
• Spanish language skills helpful

Preferred Skills/Experience

• Detail oriented
• Organized
• Strong verbal and written communication
• Multi-tasker in fast-paced environment

 Job Duties  

• Provides administrative support for The Office of Admissions and Recruitment
• Provides administrative support for student recruitment
• Processing and tracking of onboarding requirements for incoming students across all four schools as needed
• Assists in event preparations and logistics for medical school admissions committee meetings, campus visits, JAMP functions, medical school interviews, and other related activities
• Serves as primary point of contact for all admissions & recruitment phone calls and emails. Responds to prospective applicant email and phone inquiries and provides timely response to candidates seeking information regarding our programs
• Develops comprehensive knowledge of the four school’s admissions policies and procedures and effectively communicates those guidelines to prospective candidates via phone and email. Provides administrative support to JAMP program and JAMP Coordinator when needed
• May require in person attendance to support in-person meetings/events.
• Supports administration by serving as back up and assist with travel, expenditures, procurement and MyTime
• Performs other duties as assigned
   

BENEFITS
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!

EXPERIENCE AND EDUCATION

Required

• Education
  High School Diploma or GED. 
   

• Experience
  3 years of related secretarial/administrative experience. 
  May consider higher education completed in lieu of minimum requirements. 
   

JOB DUTIES

• Relieves supervisor of variety of administrative duties, which involve thorough understanding of functions, programs, and policies of organization; may coordinate daytoday 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 online 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 nonroutine 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.

SECURITY AND EEO STATEMENT

Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes 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. 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.