Administrative Specialist - Office of the President
Job Number: 371470
Location: 5323 Harry Hines Blvd, Dallas, TX
Department: 100000 - Office of the President
Full/Part Time/PRN: Day Job
Working in tandem with the Executive Assistant to the President, this position is responsible for handling a wide variety of administrative duties of a complex and confidential nature for the Office of the President. Duties include (but are not limited to) heavy calendaring for the President and Vice President and Chief of Staff, meeting coordination, maintenance of confidential documents, screening phone calls/visitors, composing and keying correspondence, report development, and travel arrangements. Requires thorough knowledge of institutional policies, practices, and procedures to ensure office functions efficiently; relies on experience and independent judgment; takes initiative and possesses strong attention to detail; prepares and responds to time sensitive material.
Experience and Education
Bachelor's degree in Business Administration, Healthcare Administration, or directly related field and three (3) years related experience.
1.Independently manages calendars and schedules for executives and conference rooms, ensuring that meeting requests are appropriately prioritized and balancing the number of meetings scheduled with adequate time in the office for individual work.
2.Serves as the initial point of contact for the Vice President and Chief of Staff.
3.Manages multiple phone lines, exercising a high degree of judgment, discretion, and understanding, in some cases regarding medical terminology or complex medical situations.
4.Provides accurate, complete, and detailed messages in a timely manner.
5.Produces, reads, researches and routes correspondences. May include drafting documents; collecting and analyzing information; initiating telecommunications. May include formatting, inputting, proofreading, editing, retrieving, copying and transmitting text, data and/or graphics.
6.Coordinates and interacts with other executives, chairs, administrators and their associates both internally and externally at the local, state, national and international levels.
7.Maintains broad knowledge of the organization to effectively carry out the internal and external relationships of the office.
8.Coordinates and arranges complex and detailed intrastate travel for the President.
9.Demonstrates the ability to handle confidential information with discretion.
10.Uses independent, discretionary decision making to manage multiple competing priorities and deadlines in an efficient and effective manner.
11.Completes assigned projects, with sense of urgency, taking a holistic approach to problem solving, completeness and delivering expected results.
12.Provides quality customer service to guests and customers in person or on the telephone.
13.Manages supplies, inventories and ensures the proper operation of office equipment.
14.Provides input and suggestions to policies and procedures relating to workflow guidelines.
15.Identifies operational problems and implements changes to provide solutions.
UTSouthwestern 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; sex; including sexual harassment; age; disability; genetic information; citizenship status; and protected veteran status. In addition, it is UTSouthwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.