Senior Administrative Assistant II, Department of Internal Medicine - Division of Hematology and Oncology

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 one of the world's foremost research institutions, UT Southwestern Medical Center is known for our life-changing research that has led us to 6 Nobel Prizes. With an administrative career in our esteemed Internal Medicine Department, you will be a key part of our multidisciplinary research facility with opportunities to work with leaders in patient care and medical research. 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

UTSW is seeking a Senior Administrative Assistant II with excellent critical thinking and administrative skills to join the Division of Hematology and Oncology within the Department of Internal Medicine. As a valued team member, you will provide administrative support to 8-10 oncologists. This includes calendar management and travel for highly active faculty who participate in the management of their Disease Oriented Team (DOT) and frequently travel to conferences to share new treatment models for cancer patients. You will participate in finance meeting, assist with data/document collection for new and ongoing grants and outside funding sources and submit/manage expenses as required and for timely and accurate reimbursements. Additionally, you will maintain your faculty's Continuing Medical Education balances for expenditures, coordinate weekly DOT conferences (virtual and in person), and assist in preparing presentations. You will also collaborate with representatives at the different ambulatory sites, as well as with internal teams to ensure the faculty are well supported to meet the deadlines.

Experience and Education

Minimum Requirements

• High school graduate and four (4) years related work experience are required.
• May consider higher education completed in lieu of minimum requirements.

Primary Job Duties

• Respond to faculty emails within 1 working day with task completed or estimate of when can be done.
• Schedule meetings on faculty calendars.
• Help to onboard lab staff by coordinating UTSW ID, giving info about parking, explain timecard system.
• Update CVs 5. Reserve rooms for meetings 6. Coordinate food purchases for faculty conferences or meetings.
• Provide PI/faculty COAs for ad hoc purchases within university like faculty club bills, SCCC quarterly charges, etc (with Faculty assistance).
• Maintain and reconcile OneCard for ad hoc purchases like IDT or other vendors that require credit card purchases.
• Attend grants, finance, other admin meeting and assist with follow through on tasks.
• Assist to gather and assemble documents for various applications (for example asking other admins for faculty biosketches.
• Serve as liaison to other administrative positions.
• Assist laboratory staff with ordering as needed.
• Assist in filling out forms like registration for conferences or academic events.
• Maintain break room by restocking / ordering supplies once a week.
• Work collaboratively with us to find solutions if there is no obvious and quick answer.
• Meet with Faculty bi-weekly to stay abreast of their needs.

Additional Duties

May perform some or all of the following:

• 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.
• Other Duties: Performs other duties as assigned.

To learn more about the benefits UT Southwestern offers visit https://www.utsouthwestern.edu/employees/hr-resources/

This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information. 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.