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! 

Onsite for training, hybrid after training.

JOB SUMMARY
Administrative Assistant – Research Programs

Position Summary

The Administrative Assistant provides comprehensive administrative and operational support to the Research Programs group within the Department of Obstetrics and Gynecology. This position supports the Manager of Research Programs and members of the research team by coordinating meetings and schedules, maintaining departmental records and shared resources, assisting with purchasing and administrative requests, supporting onboarding and personnel-related processes, and helping ensure routine administrative activities are completed accurately and on time.

The Administrative Assistant serves as a central administrative resource for the research group and works collaboratively with faculty, research staff, departmental leadership, and institutional support offices. The position requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic research environment.

Essential Duties and Responsibilities

Administrative and Scheduling Support

·         Provide day-to-day administrative support to the Manager of Research Programs and research leadership.

·         Coordinate and schedule meetings involving faculty, research staff, departmental personnel, and external collaborators.

·         Manage meeting logistics, including reserving conference rooms, coordinating virtual meeting links, preparing agendas and materials, and communicating meeting information.

·         Maintain recurring meeting schedules and assist with identifying and resolving scheduling conflicts.

·         Prepare meeting agendas and supporting materials and document meeting notes or action items as requested.

·         Assist with routine correspondence, document preparation, formatting, copying, scanning, and distribution.

·         Maintain organized electronic files and shared departmental resources.

Research Program Administrative Support

·         Provide administrative support for multiple research programs, studies, and departmental initiatives.

·         Maintain administrative trackers, calendars, contact lists, study lists, and other departmental tracking tools.

·         Assist with tracking deadlines, deliverables, renewals, meetings, and other time-sensitive activities and provide reminders to responsible team members.

·         Maintain current research team rosters, organizational information, distribution lists, and related administrative records.

·         Assist with collecting documents and information from research team members for departmental or institutional requests.

·         Support preparation and organization of materials for research meetings, site visits, audits, monitoring visits, presentations, and other activities.

·         Assist with formatting presentations, reports, spreadsheets, and other administrative documents.

Purchasing, Supplies, and Expense Support

·         Coordinate routine purchasing requests for office, research, and program-related supplies.

·         Maintain office and shared research supplies and coordinate replenishment as needed.

·         Assist with purchase orders, reimbursements, invoices, and other routine administrative financial documentation in accordance with institutional procedures.

·         Maintain documentation related to purchases and administrative transactions.

·         Assist with travel arrangements, registrations, and travel-related documentation for conferences and meetings as assigned.

·         Coordinate catering and other logistical needs for departmental meetings and events.

Personnel and Onboarding Support

·         Provide administrative support for onboarding new research employees, students, trainees, and other team members.

·         Coordinate onboarding activities such as workspace preparation, equipment requests, system/access requests, orientation schedules, and introductory meetings.

·         Maintain onboarding and offboarding checklists and follow up on outstanding administrative items.

·         Assist with scheduling interviews and coordinating candidate interview itineraries.

·         Support collection and organization of routine personnel-related documentation as appropriate.

·         Maintain current staff contact information, emergency contact processes, organizational charts, and related administrative resources.

Departmental Organization and Communication

·         Serve as an administrative point of contact for routine questions and requests directed to the research group.

·         Monitor shared administrative communications or departmental inboxes as assigned and route requests to the appropriate team member.

·         Maintain shared calendars, SharePoint sites, folders, distribution lists, and other administrative resources.

·         Help ensure departmental records and shared resources remain organized, current, and accessible.

·         Coordinate administrative logistics for departmental events, trainings, retreats, celebrations, and other team activities.

·         Communicate professionally with faculty, staff, institutional departments, research collaborators, and external organizations.

Tracking and Follow-Up

·         Maintain administrative task lists and follow-up systems for the Research Programs group.

·         Track assigned action items and follow up with responsible individuals regarding outstanding administrative needs.

·         Assist leadership with maintaining visibility of upcoming deadlines and activities.

·         Identify missing information, incomplete requests, or approaching administrative deadlines and bring them to the attention of the appropriate team member.

·         Support continuous improvement of administrative processes, templates, filing systems, and tracking tools.

Other Duties

·         Maintain confidentiality of personnel, research, financial, and other sensitive information.

·         Provide backup administrative support for departmental activities when needed.

·         Participate in departmental meetings and training activities as appropriate.

·         Perform other administrative duties and special projects as assigned.

Knowledge, Skills, and Abilities

·         Excellent organizational and time-management skills.

·         Strong attention to detail and ability to maintain accurate records.

·         Ability to manage multiple assignments and competing priorities.

·         Strong written and verbal communication skills.

·         Professional interpersonal skills and ability to work effectively with faculty, staff, leadership, and external collaborators.

·         Ability to work independently, recognize administrative needs, and appropriately escalate questions or concerns.

·         Strong follow-through and ability to track tasks through completion.

·         Ability to handle confidential and sensitive information appropriately.

·         Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

·         Ability to learn and effectively use institutional systems, SharePoint, electronic document-management systems, and other administrative platforms.

·         Experience working in an academic, healthcare, research, or similarly complex professional environment preferred.

Preferred Qualifications

·         Previous administrative support experience in an academic medical center, healthcare organization, university, or research environment.

·         Experience supporting multiple professionals or a multidisciplinary team.

·         Experience coordinating complex calendars and meetings.

·         Experience with purchasing, travel, reimbursements, or administrative financial processes.

·         Experience maintaining SharePoint sites, spreadsheets, trackers, or other shared organizational systems.

·         Familiarity with clinical or academic research environments is preferred but not required.

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
  High School Graduate or equivalent. 
   

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

JOB DUTIES

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