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
This Temporary Senior Administrative Assistant II will provide critical support in managing the intake and follow-up processes for student accommodation requests. This role ensures timely communication and organized tracking of incomplete files, helping maintain compliance and efficiency in the accommodation workflow. The assistant will also monitor the Student Accommodations mailbox and demonstrate initiative by moving forward with the intake procedure, per department SOP and guidelines. 

REMOTE STATUS

This is an onsite role.
 

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!

Education and Experience
 

Required

• Education
  High School Graduate or equivalent.
   

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

• Preferred Qualifications

Familiarity with case management systems (Maxient experience a plus).

Strong attention to detail and organizational skills.

Excellent written and verbal communication.

Ability to handle sensitive information with discretion.

Experience in higher education or disability services.

Proficiency in Microsoft Office and document management tools.

Ability to work independently and collaboratively in a fast-paced environment.

JOB DUTIES

Administrative Duties

• Supports supervisor and equal opportunity specialists with administrative tasks requiring knowledge of organizational functions, programs, and policies; may coordinate daily office operations and recommend and implement procedural changes.

• Effectively completes and coordinates complex projects and reports as directed by the supervisor, often collaborating with multiple departments and external organizations, and utilizing various computer software applications.

• Performs phone support and calendaring/scheduling.

• Writes and types letters, memos, and moderately complex correspondence independently, without supervisor review.

• Organizes and coordinates events including meetings, conferences, and workshops; manages logistics such as venues, accommodation, transport, and catering; oversees brochure printing and program finances, sets registration fees, and processes event vouchers.

• Takes, transcribes, and distributes minutes for meetings.

• Monitors the Student Accommodations mailbox regularly to ensure timely intake of new requests.

• Initiates, documents, and guides students and other applicants through the intake procedures for applying for accommodations and/or submitting concerns/complaints to our office.

• Take initiative to identify and address requirements to maintain steady progress in the intake and follow-up processes.

• Demonstrates clear understanding of the accommodations and/or complaint processes to answer first-line email and phone queries about case status.

• Performs other duties as assigned.

Intake Support

• Triage, log, and process incoming accommodation requests and other complaints via email, electronic, and phone referrals.

• Oversees the office e-mail resource box and proactively advances the intake process.

• Creates and updates files in the office’s case management systems.

• Upload documentation and ensure proper tagging and categorization.

• Draft and send outreach correspondence.

File/Case Management

• Track and follow up on accommodation requests and complaint packets submitted to the office.

• Send follow-up notifications to applicants and track applicable deadlines.

• Monitor response timelines and escalate unresolved cases.

• Draft and send closure notices for expired deadlines.

• Update milestones, resolution tabs, and case statuses in the office’s case management systems.

Knowledge, Skills and Abilities

• Work requires knowledge of computers, office equipment, and other administrative tasks. (Please note: Testing may be required.)

• Work requires ability to monitor and maintain budget.

• Work requires ability to plan and organize work in logical and efficient manner.

• Work requires ability to ensure adherence to all policies and procedures of university, such as, salary guidelines, accounting regulations, and internal controls policy.

• Work requires ability to work with confidential information on daily basis.

PHYSICAL DEMANDS/WORKING CONDITIONS

Working Conditions

Office Setting

PACT STATEMENT

The following is the acronym, “PACT”, and is fundamental to all non-clinical positions at UT Southwestern Medical Center:

P-Problem Solving: Employees take ownership in solving problems effectively, efficiently, and to the satisfaction of customers, or managers. They show initiative in addressing areas of concern before they become problems.

A-Ability, Attitude and Accountability: Employees exhibit ability to perform their job and conduct themselves in a professional and positive manner reflecting a professional environment readily assuming obligations in a dependable and reliable manner.

C-Communication, Contribution, and Collaboration: Who are our Customers? Anyone who requests our help, needs our work product, or receives our services. Employees focus on customer service with creative solutions while improving the customer experience through clear, courteous, and timely delivery and communication. Sharing ideas with others helps expand our contribution to department goals.

T-Teamwork: Employees work to contribute to the department’s success by supporting co-workers, promoting excellence in work product and customer service, and in maintaining a satisfying, caring environment for each other.

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.