Job Details

Administrative Assistant Senior - Office of the Dean - Southwestern Medical School

Job Number: 527941
Categories: Administrative / Clerical Support
Location:
Dallas, TX

Department: SMS Dean Admin
Full/Part Time/PRN: Full-Time
Regular/Temporary: Regular



Security


This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information


Salary


Salary Negotiable


Experience and Education


High school graduation or GED and three (3) years related secretarial/administrative experience. Testing may be required.

Job Duties


Relieves supervisor of variety of administrative duties, which involve thorough understanding of functions, programs, and policies of organization; may coordinate day to day 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 on line 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 non routine 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.


**Other Duties: Performs other duties as assigned.

Other duties may include:

Administrative support to the Director of Finance and the Assistant Director of Operations, within Academic Affairs, as well as provide assistance as needed to the Provost Office of Financial Affairs.  Produce excel documents and prepare presentations as needed.

Accurately maintain Outlook calendars for VP, Director and Assistant Directors, making appointments and arranging meetings.

Receives and screens visitors and telephone calls, notifying the recipient and relaying accurate messages.

Provide other office duties to include but not limited to: copying, scanning, making deliveries, typing correspondence from notes, recordings or rough drafts using Microsoft Office.  Performs all related duties as required.

UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of: race; color; religion; national origin; gender, including sexual harassment; age; disability; citizenship; and veteran status. In addition, it is UT Southwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.

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