Administrative Associate

Job Title: Administrative Associate
Location: Dallas, TX 75390
Type: 3+ Months Contract
 
Reviewing all documents submitted for chairman signature, preparing documents for meetings, answering and directing calls. Proofs and edits letters as necessary which have been submitted for chairman's signature. Greeting and directing guests in the chairman's suite. Meeting arrangement & calendar maintenance for Department Chairman. Accepting appointments to chairman's calendar, arranging meetings for chair and scheduling individual appointment for chairman. Coordinates faculty recruitment for the department including travel arrangements and scheduling all appointments during visit. Coordinates all travel for chairman. Faculty appraisals: review, maintain, type, and follow up on appraisals signed by the chair.
 
Hours expected can be flexible around a typical 8:00 a.m. - 5:00 p.m. Monday through Friday schedule.
Preferred candidate will have experience working in an academic environment and has provided support at chairman/senior leadership level. Dress code is business casual.
 
SUMMARY 
• Works under direction of the Departmental Administrator reporting to the Chairman of the Dept of Psychiatry. 

Role will be based at the Brookriver facility in the UTSW area. 

ESSENTIAL FUNCTIONS: 
Provide comprehensive administrative support to Chairman, of the dept 
• Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor or outside visitors. 
• Coordinates details of faculty for department As directed by supervisor or unit head, initiates personnel action documents, including appointment, termination, and/or salary/title changes. Coordinates appointment process for foreign nationals. 
• Coordinates scheduling and use of department/division facilities and assets, including making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files. 
• Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations. 
• Provides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. May provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight. 
• Performs other duties as assigned. 

MINIMUM QUALIFICATIONS 
EDUCATION/EXPERIENCE 
• High school graduate and four (4) years related work experience are required. 

KNOWLEDGE, SKILLS, & ABILITIES 
• Work requires knowledge of computers, office equipment, and other administrative tasks.* 
• Work requires ability to monitor and maintain budget. 
• Work requires ability to ensure adherence to all policies and procedures of university, such as FLSA, salary guidelines, accounting regulations, and internal controls policy. 
• Work requires ability to coordinate and work independently on projects. 
• Work requires ability to work with confidential information on daily basis. 
• *Testing may be required. 

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. 


WORKING CONDITIONS 
Work is performed primarily in general office area. 

Any qualifications to be considered as equivalents in lieu of stated minimum require prior approval of the Vice President for Human Resources Administration, or his/her designee. 
This position is security-sensitive and thereby subject to the provisions of Texas Education Code §51.215.