Administrative Associate, Pediatric Chair's Office presso UT Southwestern Medical Center

%3Cp%3E%3Cstrong%3EWHY UT SOUTHWESTERN?%3C/strong%3E%3Cbr%3EWith 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 %3Ca target=%22_blank%22 rel=%22noopener noreferrer%22 href=%22https://www.utsouthwestern.edu/newsroom/articles/year-2022/july-us-news-best-hospital.html%22%3EU.S. News %26amp; World Report%3C/a%3E, 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%27ll discover a culture of teamwork, professionalism, and a rewarding career!%26nbsp;%3Cbr%3E%3Cbr%3E%3Cstrong%3EJOB SUMMARY%3C/strong%3E%3Cbr%3EWorks under direction to assist with management of administrative and/or business functions of department, division, or unit.%26nbsp;%3Cbr%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3E%3Cstrong%3E%3Cu%3EDepartmental Job Summary%3Co:p%3E%3C/o:p%3E%3C/u%3E%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EThe Department of Pediatrics is actively seeking a versatile and detail-oriented individual to assume the role of Administrative Associate. In this pivotal position, the chosen candidate will play a crucial role in supporting the Associate Vice Chair of Clinical Research and the Associate Vice Chair of Research Operations. This dynamic role encompasses a range of responsibilities, including project management, data analysis, and event management, in addition to traditional administrative tasks.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3E%3Co:p%3E %3C/o:p%3E%3C/span%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3E%3Cstrong%3E%3Cu%3EKey Responsibilities:%3Co:p%3E%3C/o:p%3E%3C/u%3E%3C/strong%3E%3C/span%3E%3C/p%3E%3Cul%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EInitiate and Coordinate New Projects: Under the guidance of the Associate Vice Chairs, lead the coordination of new start-up projects, ensuring seamless execution and adherence to project timelines.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EProvide Administrative Support: Offer comprehensive administrative assistance to the Associate Vice Chair of Clinical Research and the Associate Vice Chair of Research Operations, contributing to the efficient functioning of their roles.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EEvent Coordination: Take charge of coordinating seminars by managing scheduling, logistics, and communication to ensure successful and engaging events.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EApplicant Screening and Management: Screen and manage applicants participating in various programs and projects, ensuring a streamlined and organized selection process.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3ESurvey Administration: Administer surveys as required for research and program evaluation purposes, contributing to the collection of valuable data.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EMeeting Management: Manage all aspects of meetings, including scheduling, room setup, and coordination of resources to facilitate productive and well-organized gatherings.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EAgenda Creation and Distribution: Create comprehensive meeting agendas and ensure timely distribution to participants, facilitating effective preparation and participation.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EMeeting Notes and Summaries: Take detailed meeting notes and distribute concise summaries to relevant stakeholders, ensuring clear communication and documentation of key points.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EInbox Management: Oversee the inboxes of the Associate Vice Chairs, ensuring prompt responses and efficient organization of incoming communications.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EProficient Use of Tools: Demonstrate proficiency in event management, Excel, and PowerPoint, leveraging these tools to support various projects and initiatives effectively.%3C/span%3E%3C/li%3E%3C/ul%3E%3Cp class=%22MsoNormal%22%3E%3Co:p%3E%26nbsp;%3C/o:p%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;%22%3EPreferred candidates should possess a keen attention to detail, exceptional organizational skills, and a demonstrated proficiency in both verbal and written communication. A solid background in administration is crucial, complemented by the ability to think critically and proactively approach problem-solving. Operating with a high level of professionalism and maintaining confidentiality is imperative, accompanied by a customer service-oriented mindset. The ideal candidate will contribute a proactive and positive attitude to the team, showcasing a proven track record in project management, data analysis, and event management, in addition to possessing strong administrative skills.%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cbr%3E%26nbsp;%3C/p%3E%3Cp%3E%3Cstrong%3EBENEFITS%3C/strong%3E%3Cbr%3EUT 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:%3C/p%3E%3Cul%3E%3Cli%3EPPO medical plan, available day one at no cost for full-time employee-only coverage%3C/li%3E%3Cli%3E100% coverage for preventive healthcare-no copay%3C/li%3E%3Cli%3EPaid Time Off, available day one%3C/li%3E%3Cli%3ERetirement Programs through the Teacher Retirement System of Texas (TRS)%3C/li%3E%3Cli%3EPaid Parental Leave Benefit%3C/li%3E%3Cli%3EWellness programs%3C/li%3E%3Cli%3ETuition Reimbursement%3C/li%3E%3Cli%3EPublic Service Loan Forgiveness (PSLF) Qualified Employer%3C/li%3E%3Cli%3E%3Ca target=%22_blank%22 rel=%22noopener noreferrer%22 href=%22http://jobs.utsouthwestern.edu/benefits/#top%22%3ELearn more about these and other UTSW employee benefits!%3C/a%3E%3C/li%3E%3C/ul%3E%3Cp%3E%3Cbr%3E%3Cbr%3E%3Cstrong%3EEXPERIENCE AND EDUCATION%3C/strong%3E%3Cbr%3E%3Cbr%3E%3Cstrong%3ERequired%3C/strong%3E%3C/p%3E%3Cul%3E%3Cli%3E%3Cstrong%3EEducation%3C/strong%3E%3Cbr%3EHigh School Diploma%26nbsp;%3Cbr%3E%26nbsp;%3C/li%3E%3C/ul%3E%3Cul%3E%3Cli%3E%3Cstrong%3EExperience%3C/strong%3E%3Cbr%3E4 years related work experience%26nbsp;%3Cbr%3EMay consider higher education completed in lieu of minimum requirements.%26nbsp;%3Cbr%3E%26nbsp;%3C/li%3E%3C/ul%3E%3Cp%3E%3Cbr%3E%3Cstrong%3EJOB DUTIES%3C/strong%3E%3C/p%3E%3Cul%3E%3Cli%3ERelieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of 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.%3C/li%3E%3Cli%3EMonitors and maintains unit%27s 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.%3C/li%3E%3Cli%3ECoordinates supervisor%27s schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor or outside visitors.%3C/li%3E%3Cli%3ECoordinates 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.%3C/li%3E%3Cli%3EPre 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.%3C/li%3E%3Cli%3ECoordinates scheduling and use of department/division facilities and assets, including making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files.%3C/li%3E%3Cli%3EApproves vacation and sick leave transactions; interprets V/SL policies for unit%27s personnel.%3C/li%3E%3Cli%3EPrepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations.%3C/li%3E%3Cli%3EProvides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. May provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight.%3C/li%3E%3Cli%3EMaintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.%3C/li%3E%3Cli%3EMay provide working supervision for staff of lower rank.%3C/li%3E%3Cli%3EPerforms other duties as assigned.%3C/li%3E%3C/ul%3E%3Cp%3E%3Cstrong%3ESECURITY AND EEO STATEMENT%3C/strong%3E%3Cbr%3E%3Cbr%3E%3Cstrong%3ESecurity%3C/strong%3E%3Cbr%3EThis position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.%3Cbr%3E%3Cbr%3E%3Cstrong%3EEEO%3C/strong%3E%3Cbr%3EUT 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.%3Cbr%3E%26nbsp;%3C/p%3E Candidarsi ora