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! 

Sr Administrative Associate to Department Chair & Administrator

Position Summary

The Sr Administrative Associate will work as an Executive Assistant providing high-level administrative and operational support to the Department Chair and Administrator. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced academic environment. The Executive Assistant plays a key role in coordinating departmental operations, supporting faculty recruitment, assisting with research/lab administration, and managing special projects that advance departmental goals.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements
• Serve as a primary point of contact, handling inquiries and communications on behalf of the Chair and Administrator
• Prepare, edit, and manage correspondence, reports, presentations, and briefing materials
• Coordinate leadership meetings, including agenda development, documentation, and follow-up actions
• Maintain confidentiality and exercise sound judgment in handling sensitive information

Administrative & Operational Management

• Oversee day-to-day administrative functions of the department office
• Develop and maintain organized filing and record-keeping systems
• Assist with budget tracking, expense reporting, and procurement processes
• Ensure compliance with institutional policies, procedures, and deadlines
• Coordinate onboarding activities for new faculty and staff

Research & Laboratory Administrative Support

• Provide administrative support for faculty research activities and laboratory operations
• Assist with grant proposal preparation, submission coordination, and documentation tracking
• Monitor grant timelines, reporting deadlines, and compliance requirements
• Coordinate purchasing and inventory of lab supplies and equipment
• Support financial tracking of research accounts and reconciliation of expenses
• Liaise with research administration, compliance offices, and funding agencies as needed
• Assist with IRB/IACUC or other regulatory documentation and submissions (as applicable)
• Coordinate onboarding for research staff, postdocs, and student researchers

Special Projects

• Plan and execute special projects and strategic initiatives on behalf of department leadership
• Conduct research, analyze data, and prepare reports to support decision-making
• Monitor project timelines, milestones, and deliverables
• Collaborate with cross-functional teams to ensure project success
• Identify opportunities for process improvement and implement solutions

Faculty Recruitment Support

• Coordinate administrative aspects of faculty recruitment processes
• Schedule candidate interviews, campus visits, and presentations
• Serve as liaison between candidates, search committees, and leadership
• Prepare recruitment materials and maintain applicant tracking documentation
• Ensure adherence to hiring policies, equal opportunity guidelines, and documentation requirements
• Support onboarding and transition for new faculty hires

Communication & Events

• Draft and distribute departmental communications and announcements
• Support planning and execution of meetings, seminars, and special events
• Build and maintain positive relationships with faculty, staff, students, and external stakeholders

Qualifications

Required:

• Bachelor’s degree or equivalent experience
• 5+ years of executive or senior administrative support experience
• Strong organizational, time management, and multitasking skills
• Excellent written and verbal communication skills
• High level of discretion and professionalism
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or similar tools

Preferred:

• Experience in higher education or academic research environments
• Familiarity with grant administration and research compliance processes
• Experience supporting senior leadership

Key Competencies

• Attention to detail and accuracy
• Ability to prioritize and manage competing demands
• Problem-solving and critical thinking
• Strong interpersonal and relationship-building skills
• Initiative and adaptability

Work Environment

• Fast-paced academic setting with frequent interaction across departments
• May require occasional evening or event support

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!

EXPERIENCE AND EDUCATION

Required

• Education
  Bachelor’s Degree In Business Administration, Healthcare Administration, or directly related field. 
   

• Experience
  5 years related experience. and 
  May consider additional years of experience in lieu of minimum qualifications. 
   

Preferred

• Experience
  2 years Previous supervisory experience or experience in a lead role. 
   

JOB DUTIES

• Manages and directs administrative and business functions of division or unit with responsibility for establishing, reviewing, and revising internal procedures, interpreting policies of division, department, or university for unit’s personnel, supervising clerical operations, managing workflow for maximum efficiency, evaluating work progress, and determining work priorities.
• Prepares or assists in preparing annual budget for division or unit for approval by department management, including analyzing financial status, projecting income and expenditures, and allocating funding sources for division faculty and staff. Monitors budget, including income and expenditures.
• Maintains or coordinates maintenance of budgets and grants of division or unit, including approving expenditures and preparing financial reports as needed. Reconciles accounts on monthly basis; conducts overall review for overdrafts and appropriateness of expenditures.
• Supervises staff members and provides training. Coordinates faculty and classified staff recruitment for division or unit. Exercises decision making authority regarding hiring, disciplinary action, and terminating staff. Approves online forms or paperwork to appoint, terminate, change titles and/or salary, or accomplish other personnel changes. Coordinates and/or prepares staff performance evaluations and recommendations for merit increases.
• Coordinates space needs, renovations, and all division operational services. Coordinates and recommends purchase of capital and noncapital equipment.
• Assists in preparation of major grant applications or status reports on current grants by coordinating gathering of information from principal investigators or other appropriate personnel; ensures timely submission of grants.
• Ensures division/unit patient billing is submitted accurately and timely, including charge capture and coding. Reviews patient account receivables, third party payer denials, and billing appeals.
• Prepares or coordinates preparation of complex reports, which require significant contact with other departments and outside organizations.
• Designs and executes system of internal controls which provides reasonable assurance that operations are effective and efficient, assets are safeguarded and, financial information is reliable.
• Ensures compliance with applicable laws, regulations, policies, and procedures.
• Performs other duties as assigned.

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.