Administrative Associate-OR Administration
Categories: Administrative / Clerical Support
Department: University Hospitals
Full/Part Time/PRN: Full-Time
Experience and Education
Maintains broad organization perspective to effectively carry out internal and external relationships of office, such as coordinating and interacting with other staff services departments concerning financial, budgetary, and personnel matters, and in general represents department in absence of top executive or administrator; reports fiscal and personnel status and activities to top executive.
Maintains appropriate financial and personnel records. Functions as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares on line and paper documents as needed.
Provides counsel on administrative matters or decisions affecting interdepartmental_relationships by supplying information from variety of sources.
Examines correspondence, determines work priority, and engages in obtaining and dispersing information as appropriate.
Compiles averages and statistics. Prepares or directs preparation of charts, graphs, slides, and administrative reports as required.
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.
Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor, outside visitors, and official guests. Travel (gathering; input; approval; and follow-up). Includes all personnel for University Hospitals_SP and ZL; some physicians.
Provides professional support for special projects, which include editorial and administrative support for proposals and business plans; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. Takes, transcribes, and distributes minutes for meetings.
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. Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.
Triages and routes patient, visitor, and vendor calls. Performs other duties as assigned.
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.