Sr Administrative Associate, Biochemistry

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!Sr Administrative Associate to Department Chair & AdministratorPosition SummaryThe Sr Administrative Associate will work as an Executive Assistant providing high-level administrative and operational support to the Department Chair and Administrator. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced academic environment. The Executive Assistant plays a key role in coordinating departmental operations, supporting faculty recruitment, assisting with research/lab administration, and managing special projects that advance departmental goals.Key ResponsibilitiesExecutive SupportManage complex calendars, scheduling meetings, appointments, and travel arrangementsServe as a primary point of contact, handling inquiries and communications on behalf of the Chair and AdministratorPrepare, edit, and manage correspondence, reports, presentations, and briefing materialsCoordinate leadership meetings, including agenda development, documentation, and follow-up actionsMaintain confidentiality and exercise sound judgment in handling sensitive informationAdministrative & Operational ManagementOversee day-to-day administrative functions of the department officeDevelop and maintain organized filing and record-keeping systemsAssist with budget tracking, expense reporting, and procurement processesEnsure compliance with institutional policies, procedures, and deadlinesCoordinate onboarding activities for new faculty and staffResearch & Laboratory Administrative SupportProvide administrative support for faculty research activities and laboratory operationsAssist with grant proposal preparation, submission coordination, and documentation trackingMonitor grant timelines, reporting deadlines, and compliance requirementsCoordinate purchasing and inventory of lab supplies and equipmentSupport financial tracking of research accounts and reconciliation of expensesLiaise with research administration, compliance offices, and funding agencies as neededAssist with IRB/IACUC or other regulatory documentation and submissions (as applicable)Coordinate onboarding for research staff, postdocs, and student researchersSpecial ProjectsPlan and execute special projects and strategic initiatives on behalf of department leadershipConduct research, analyze data, and prepare reports to support decision-makingMonitor project timelines, milestones, and deliverablesCollaborate with cross-functional teams to ensure project successIdentify opportunities for process improvement and implement solutionsFaculty Recruitment SupportCoordinate administrative aspects of faculty recruitment processesSchedule candidate interviews, campus visits, and presentationsServe as liaison between candidates, search committees, and leadershipPrepare recruitment materials and maintain applicant tracking documentationEnsure adherence to hiring policies, equal opportunity guidelines, and documentation requirementsSupport onboarding and transition for new faculty hiresCommunication & EventsDraft and distribute departmental communications and announcementsSupport planning and execution of meetings, seminars, and special eventsBuild and maintain positive relationships with faculty, staff, students, and external stakeholdersQualificationsRequired:Bachelor’s degree or equivalent experience5+ years of executive or senior administrative support experienceStrong organizational, time management, and multitasking skillsExcellent written and verbal communication skillsHigh level of discretion and professionalismProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or similar toolsPreferred:Experience in higher education or academic research environmentsFamiliarity with grant administration and research compliance processesExperience supporting senior leadershipKey CompetenciesAttention to detail and accuracyAbility to prioritize and manage competing demandsProblem-solving and critical thinkingStrong interpersonal and relationship-building skillsInitiative and adaptabilityWork EnvironmentFast-paced academic setting with frequent interaction across departmentsMay require occasional evening or event supportBENEFITSUT 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 coverage100% coverage for preventive healthcare-no copayPaid Time Off, available day oneRetirement Programs through the Teacher Retirement System of Texas (TRS)Paid Parental Leave BenefitWellness programsTuition ReimbursementPublic Service Loan Forgiveness (PSLF) Qualified EmployerLearn more about these and other UTSW employee benefits!RequiredEXPERIENCE AND EDUCATIONEducation Bachelor's Degree In Business Administration, Healthcare Administration, or directly related field. Experience 5 years related experience. and May consider additional years of experience in lieu of minimum qualifications. PreferredExperience 2 years Previous supervisory experience or experience in a lead role. JOB DUTIESManages and directs administrative and business functions of division or unit with responsibility for establishing, reviewing, and revising internal procedures, interpreting policies of division, department, or university for unit's personnel, supervising clerical operations, managing workflow for maximum efficiency, evaluating work progress, and determining work priorities.Prepares or assists in preparing annual budget for division or unit for approval by department management, including analyzing financial status, projecting income and expenditures, and allocating funding sources for division faculty and staff. Monitors budget, including income and expenditures.Maintains or coordinates maintenance of budgets and grants of division or unit, including approving expenditures and preparing financial reports as needed. Reconciles accounts on monthly basis; conducts overall review for overdrafts and appropriateness of expenditures.Supervises staff members and provides training. Coordinates faculty and classified staff recruitment for division or unit. Exercises decision making authority regarding hiring, disciplinary action, and terminating staff. Approves online forms or paperwork to appoint, terminate, change titles and/or salary, or accomplish other personnel changes. Coordinates and/or prepares staff performance evaluations and recommendations for merit increases.Coordinates space needs, renovations, and all division operational services. Coordinates and recommends purchase of capital and noncapital equipment.Assists in preparation of major grant applications or status reports on current grants by coordinating gathering of information from principal investigators or other appropriate personnel; ensures timely submission of grants.Ensures division/unit patient billing is submitted accurately and timely, including charge capture and coding. Reviews patient account receivables, third party payer denials, and billing appeals.Prepares or coordinates preparation of complex reports, which require significant contact with other departments and outside organizations.Designs and executes system of internal controls which provides reasonable assurance that operations are effective and efficient, assets are safeguarded and, financial information is reliable.Ensures compliance with applicable laws, regulations, policies, and procedures.Performs other duties as assigned.SECURITY AND EEO STATEMENTSecurityThis position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.EEOUT 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.Primary LocationTexas-Dallas-5323 Harry Hines BlvdWork Locations5323 Harry Hines BlvdJobAdministrative/ClericalOrganization350000 - BY-Department AdministrationScheduleFull-timeShiftDay JobEmployee StatusRegularJob TypeStandardJob PostingApr 30, 2026, 6:34:16 PM