Administrative Associate. Simmons Cancer Center

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
Provide administrative support to Cancer Center leadership and their teams * Relieves supervisor of various internal administrative duties * Assists in booking travel for leadership team and visitors * Provide meeting facilitation to multiple teams by assisting with calendar coordination, minute taking, preparing meeting spaces, and material preparation * Assist Administrative Suite support staff with supply orders, service requests, and conference space management * Support project management team, which may include meeting facilitation and tracking of action items * Provide administrative support to other teams as needed, which may include Medical Directors and Psycho-Oncology team * Performs other duties as assigned

Administrative Associate Specific Essential Functions:

Primary Duties

• Provide administrative support to Director of Pharmacy Services and team and Project Management team

Additional Duties

• Support two Medical Directors, Manager of Program Operations, and Psycho-Oncology team with Cancer Center-related administrative requests

• Serve as back up administrative support to AVP of Clinical Cancer Programs and Deputy Director for Clinical Affairs

Candidate Qualifications:

Relevant Experience

• Ability to understand and adhere to organizational and departmental policies and procedures, required

• Advanced proficiency in Microsoft Office Suite, with a strong emphasis on Visio, Excel, and PowerPoint proficient, required

• Experience managing complex calendars and scheduling, required Strong organizational skills with the ability to prioritize tasks and complete work independently, required

• Ability to collaborate effectively with stakeholders at all levels of an organization, required

• High level of accountability with strong follow-through and attention to detail, required

• Strong written and verbal communication skills, required

• Ability to handle and maintain confidential information, required

• Familiarity with PeopleSoft or similar, preferred

• Experience coordinating semi-complex travel arrangements, preferred

• Basic accounting knowledge and experience with expense tracking/reporting, preferred

Essential Functions for Cancer Center Operations Administrative Roles:

Strong PeopleSoft and accounting policy knowledge

• Booking travel

• Expense reports

• Reconciling expenses

• Payment requests

Meeting facilitation and support

• Coordinating calendars

• Reserving and preparing meeting spaces

• Ordering food

• Agenda/deck support

• Minute taking

• Tracking action items

Service support

• Inputting service requests

• Print shop orders

• Supply orders

• Procurement portal requisitions

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 Diploma
  

• Experience
  4 years Business or administrative experience in a university medical center, governmental environment, or equivalent.
  May consider higher education completed in lieu of minimum requirements.
  

Preferred

• Education
  Some undergraduate education preferred.
  

JOB DUTIES

• Coordinates administrative functions of various sections within department to ensure universal applications of policy; assists in development and implementation of procedures to ensure operational efficiency.
• Maintains broad organization perspective to effectively carry out internal and external relationships of office, such as coordinating and interacting with other staff services departments concerning financial, budgetary, and personnel matters, and in general represents department in absence of top executive or administrator; reports fiscal and personnel status and activities to top executive.
• Maintains appropriate financial and personnel records. Function as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares on line and paper documents as needed.
• Provides counsel on administrative matters or decisions affecting interdepartmental relationships by supplying information from variety of sources.
• Examines correspondence, determines work priority, and engages in obtaining and dispersing information as appropriate.
• Compiles averages and statistics. Prepares or directs preparation of charts, graphs, slides, and administrative reports as required.
• Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university. Reviews department policy manuals periodically to update and institute changes as necessary. May provide comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper level administrator.
• Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor, outside visitors, and official guests. Travel (gathering; input; approval; and follow-up). Includes all personnel for University Hospitals SP and ZL; some physicians.
• Provides professional support for special projects, which include editorial and administrative support for proposals and business plans; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research. Takes, transcribes, and distributes minutes for meetings.
• Completes and coordinates complex projects and reports as assigned by supervisor, which may require significant contact with other departments and outside organizations and use of various computer software applications.
• Composes and/or types letters, memorandums, and other non-routine and moderately complex correspondence, which does not require attention of supervisor. Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.
• Triages and routes patient, visitor, and vendor calls.

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.