Administrative Assistant, Family & Community Medicine

Administrative Assistant, Family & Community Medicine

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

Works under general supervision to provide secretarial and clerical support for the daily operations of the Department of Family and Community Medicine. Works with the Dept. Chair and Vice Chair for Clinical Affairs to schedule appointments, maintain faculty calendars, manage schedules, greet and direct visitors, and assist with faculty recruitment and onboarding. Coordinates meetings and conferences for leadership and faculty as assigned. Arranges travel and hotel accommodations for the Chair, Vice Chair, and faculty. Organizes departmental events and manages space logistics as directed by the supervisor. Prepares letters, and other non-routine correspondence for signature. Processes and submits online forms, manages invoice payments, orders supplies and orders food for large group meetings. Maintains departmental files, while handling all confidential and sensitive information with discretion.

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 or GED Experience 2 years of related secretarial/administrative experience. May consider higher education completed in lieu of minimum requirements.

Job Duties

Transcribes dictation that may involve use of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling. Types correspondence, memorandums, grants, manuscripts, book chapters, etc. from complex rough drafts, which may involve special formats and complicated footnotes. Composes letters, memorandums, and other non routine correspondence for supervisor's signature. Processes and submits on line forms; pays invoices. Coordinates meetings and conferences for supervisor or other staff members. Makes appointments and maintains supervisor's calendar; makes travel and hotel reservations for supervisor or other staff members. Receives, screens, and directs visitors as required; answers and makes telephone calls; transfers calls, takes messages, or answers questions as necessary, including patient related calls and appointments. Receives, sorts, and distributes incoming mail; makes copies; faxes documents; makes deliveries on and off campus. Completes moderately complex projects and reports as requested by supervisor using word processing, spreadsheet, or database applications. Retrieves articles from Library; makes copies, including performing on line library searches. Maintains various files and records for operating unit, which may include vacation/sick leave, personnel files, etc.; handles confidential and sensitive information in appropriate manner. 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.