Sr Administrative Assistant, Pediatric Endocrinology

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 direction to assist with management of moderately complex administrative and/or business functions of department, division, or unit.
The Department of Pediatrics is seeking a professional, proactive, and positive individual to join our team as a Senior Administrative Assistant II . This role works under direction to support the management of moderately complex administrative and business functions for the division, in close partnership with the Division’s Lead Administrator. The ideal candidate will demonstrate strong organizational skills, initiative, and sound business judgment to ensure operations run smoothly and efficiently.
Key Responsibilities
As a valued member of our team, you will provide comprehensive operational support to the division’s faculty, staff, and leadership. Responsibilities include:

Managing calendars and scheduling meetings.

Coordinating travel arrangements and processing related expenses.

Ordering supplies and maintaining inventory.

Assisting with the preparation of presentations and hosting virtual and in-person conferences/meetings.

Serving as the division time editor.

Managing faculty clinical schedules.

Performing other duties as assigned to support the division’s success.

Preferred Skills & Qualifications

Strong written and verbal communication skills with the ability to interact effectively with faculty, staff, and leadership.

Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.

Proactive, self-starter with the ability to work independently and as part of a team.

Analytical thinker with sound judgment and problem-solving skills.

Demonstrated ability to build and maintain positive working relationships.

Experience supporting project-based work and departmental initiatives.

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Teams, etc.).
Minimum Qualifications

High school diploma or equivalent required; associate or bachelor’s degree preferred.

At least 4 years of related work experience , preferably in a healthcare, academic, or research setting.

Experience with scheduling systems, travel coordination, and expense processing.
Familiarity with HR processes, timekeeping, or faculty scheduling systems is a plus.

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 Graduate or equivalent.

Experience
4 years Related work experience or
May consider higher completed education in lieu of experience.

JOB DUTIES
Provides moderately complex administrative skills for a department.
Prepares, maintains and posts records, reports and budget information.
Prepares or directs the preparation of charts, graphs, and administrative, fiscal, personnel, and/or statistical reports.
Selects office vendors and monitors purchasing processes.
May assist with overflow work from administrative and executive assistants and fill in for the office receptionist as needed.
Schedules and organizes activities such as meetings, travel, conferences and department activities for members of the department.
Composes and processes repetitive and non-repetitive documents in accordance to established procedures.
Organizes office procedures to ensure effective operation.
Acts as department liaison with other departments and agencies.
Processes all personnel and purchasing transactions following institutional policies and procedures.
Determines work priorities and monitors progress toward work deadlines.
Ensures document retention processes are followed using established guidelines.
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!