Administrative Assistant - The Center for Human Nutrition
Categories: Administrative / Clerical Support
Department: The Center for Human Nutrition
Full/Part Time/PRN: Full-Time
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information
Experience and Education
High school graduation or GED and two (2) years related secretarial/administrative experience. Testing may be required.
- Transcribes dictation that may involve use of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
- Types correspondence, memorandums, grants, manuscripts, book chapters, etc. from complex rough drafts, which may involve special formats and complicated footnotes.
- Composes letters, memorandums, and other non routine correspondence for supervisor's signature.
- Processes and submits on line forms; pays invoices.
- Coordinates meetings and conferences for supervisor or other staff members.
- Makes appointments and maintains supervisor's calendar; makes travel and hotel reservations for supervisor or other staff members.
- Receives, screens, and directs visitors as required; answers and makes telephone calls; transfers calls, takes messages, or answers questions as necessary, including patient related calls and appointments.
- Receives, sorts, and distributes incoming mail; makes copies; faxes documents; makes deliveries on and off campus.
- Completes moderately complex projects and reports as requested by supervisor using word processing, spreadsheet, or database applications.
- Retrieves articles from Library; makes copies, including performing on line library searches.
- Maintains various files and records for operating unit, which may include vacation/sick leave, personnel files, etc.; handles confidential and sensitive information in appropriate manner.
- Duties performed may include one or more of the following core functions: (a) Directly interacting with or caring for patients; (b) Directly interacting with or caring for human-subjects research participants; (c) Regularly maintaining, modifying, releasing or similarly affecting patient records (including patient financial records); or (d) Regularly maintaining, modifying, releasing or similarly affecting human-subjects research records.
1. Relieves supervisor of various administrative duties, which involve thorough understanding of functions, programs and policies of organization; may coordinate day to day operations of office
2. Prepares or assists in preparation of grant applications, grant budgets, manuscripts, book chapters, etc.; ensures proper format, grammar, and completeness.
3. Functions as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares on line and paper documents as needed.
4. 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.
5. Composes and/or types letters, memorandums, and other non routine and moderately complex correspondence, which does not require attention of supervisor.
6. Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
7. 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.
8. Takes, transcribes, and distributes minutes for meetings.
9. May transcribe dictation of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
10. Performs other duties as assigned by Center Director and supervisor.
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.