Job Details

Senior Administrative Assistant II - Psychiatry

Job Number: 527902
Categories: Administrative / Clerical Support
Dallas, TX

Full/Part Time/PRN: Full-Time
Regular/Temporary: Regular


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


Salary Negotiable 

Experience and Education

High school graduate and four (4) years related work experience are required.

Job Duties

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

**Other Duties:  Performs other duties as assigned. 

Job Summary

This Sr. Administrative Assistant II will work with the contracts and publications team to ensure the Center for Depression Research and Clinical Care (CDRC) publications, research reports, documents, curriculum vitae, proposal responses, biosketches, and website content is properly written, submitted, and posted in a timely manner. This role is similar to that of a publication coordinator or a publication assistant job in the private sector.

Primary Duties and Responsibilities Include:

  • Provide formatting and basic editorial assistance with publications and research reports

  • Manage publication submissions on journal websites and other public venues

  • Track publications (such as internal committee reports and clinical trial studies) and frequently distribute/report updated lists

  • Manage the Principal Investigators¿ publications board

  • Assist with organizing, tracking, editing, and submitting grant proposal responses

  • Update and keep current team biosketches

  • Update and keep current faculty curriculum vitae

  • Manage accounts

  • Manage the CDRC publications library and EndNote library

  • Manage NCBI ¿ NIHMS/PMCID compliance

  • Update and field publication requests on networking sites (e.g., ResearchGate)

The Preferred Candidate has/is:

  • Extremely detail oriented and organized

  • Excellent writing skills, including command of English grammar and punctuation

  • Persistent in communicating with faculty, staff, and outside collaborators to complete own tasks and track others¿ tasks

  • Able to work independently ¿ especially to track details and meet deadlines

  • Able to read, understand, and follow style guides and proposal requirements

  • Strong Microsoft Office application skills ¿ especially Excel

  • A working understanding of the research publication process

Desired skills:

  • Experience writing research reports and proposal responses

  • Experience with reference formatting and EndNote software

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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