Administrative Associate - OSPH Operations

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
Why OSPH at UT Southwestern?
The Peter O’Donnell Jr. School of Public Health (OSPH) at the University of Texas Southwestern Medical Center (UT Southwestern) in Dallas, Texas is newly established and endowed with the largest gift to a public school of public health in the United States. OSPH is dedicated to advancing the nation’s health through groundbreaking research and by training a new generation of leaders who can respond to emerging public health needs. We improve the well-being of communities by translating scientific discoveries into public health solutions and assuring that we have an expert public health workforce, skilled in data sciences, epidemiology, health policy, health care delivery research, implementation science, and other disciplines impacting public health practice.

Job Summary:
As the Administrative Associate for the Operations team within the O’Donnell School of Public Health, this role will serve as the central point of contact for the school. In this role, you will provide administrative support to the Director of Operations and the Operations team, as well as the Director of Finance and the Finance team. In addition, this position will assist the Communications Coordinator by gathering content for the school’s newsletter and digital signage, supporting social media efforts, and contributing to other communications projects as needed. Additionally, this role will support the Human Resources and Facilities Coordinator with data entry and office “make ready” activities. This position is dynamic and engaging, requiring someone who is highly organized, detail-oriented, service-focused, and eager to contribute as a member of a strong, collaborative team.

Job Duties:

• Relieves the Director of Operations of various administrative duties, requiring a thorough understanding of university functions, programs, and policies.
• Provides comprehensive administrative support to the Director of Operations and Finance and their teams, including travel arrangements and reimbursements.
• Coordinates meetings, prepares agendas, records minutes, and tracks action items for the Director of Operations.
• Assists the Communications Coordinator with collecting content for newsletter and maintaining recurring digital signage updates.
• Supports the school’s tech specialist with equipment requests and returns.
• Coordinates interviews in support of staff recruitment activities.
• Conducts initial orientation for new staff and students.
• Provides backup support for the department timekeeper.
• Submits maintenance requests and work orders on behalf of the Facilities Coordinator.
• Provides backup support for the human resources coordinator
• Plans and coordinates special events.
• Perform general administrative duties, including ordering and maintaining office/kitchen supplies and managing incoming mail for distribution to departments and programs.

Required Qualifications:

• 4 years of administrative support experience in healthcare, academic/education or research environment,
• Excellent communication and customer service skills,
• Ability to interact with various communication and personality styles,
• Ability to take initiative and ownership of tasks/projects and work with minimal supervision,
• Ability to effectively prioritize and manage time effectively,
• Possess a proactive and independent work ethic,
• Maintain excellent follow up/follow through,
• Ability to problem solve and think critically,
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated proficiency with Office software and email applications,
• Excellent verbal and written communication skills, including editing and proofreading,
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.

Preferred Qualifications :

• Bachelor’s degree in business, human resources, administration
• 5+ years of direct experience of administrative support in an academic medical center or healthcare setting

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

Experience
4 years related work experience
May consider higher education completed in lieu of minimum requirements.

JOB DUTIES
Relieves 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.
Monitors and maintains unit's 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.
Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor or outside visitors.
Coordinates 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.
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 making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files.
Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel.
Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations.
Provides 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.
Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
May provide working supervision for staff of lower rank.
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.
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!