Administrative Associate, Kidney Cancer Program

Administrative Associate, Department of Internal Medicine - Kidney Cancer Program 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

The Kidney Cancer Program (KCP) of UT Southwestern Medical Center is seeking an Administrative Associate. Recognized for its patient care with a Leaders in Clinical Excellence Program Award, for its innovation with a finalist Healthcare Innovation Award by D CEO & Dallas Innovates, and for its research with a Specialized Program of Research Excellence (SPORE) Award by the National Cancer Institute (NCI), the KCP is a leading program globally. As such, the KCP seeks to identify an outstanding individual to assist in our mission of patient care, research and education. 

Experience and Education

Minimum Requirements

• High school graduation or GED and four (4) years related experience.
• Testing may be required.
• May consider higher education completed in lieu of minimum requirements. 

Key Responsibilities

• Coordinate Faculty and Staff Recruitment:
  • Facilitate faculty and staff recruiting processes. This includes advertising positions, collecting applications, and assisting in the interview process.
• Organize Conferences:
  • Efficiently manage several monthly conferences by scheduling rooms, arranging speakers, securing Continuing Medical Education (CME) credits, catering services, and event logistics.
• Support Patient Care:
  • Assist patients with their doctor visits by organizing essential materials for efficient appointments.
• Travel Arrangements:
  • Handle all aspects of travel, from preparing travel forms to scheduling airfare and processing reimbursements.
• Calendar Management:
  •  Manage appointment scheduling and ensure efficient time management.
• Financial Management:
  • Process expense reports, invoices, requisitions, and track expenditures to ensure fiscal responsibility.
• Administrative Tasks:
  • Process timesheets, manage membership dues and subscriptions.
• Performs other duties as assigned.

Additional Duties

• 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.
• Monitors and maintains unit's budget; provides input to supervisor; prepares and submits various budgetary reports; assists supervisor with annual budget process.
• May have delegated approval authority for all dollar level expenditures for designated entity; coordinates process for items requiring Chair level approval, and/or has delegated approval authority over these items.
• Coordinates supervisor's schedule; makes travel arrangements; plans meeting itineraries, etc. for supervisor or outside visitors.
• Coordinates details of faculty and staff recruitment for division. 
• 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.
• Pre-screens staff applicants; coordinates interview process for supervisor and/or unit head. 
• Conducts department/division orientation for administrative and technical staff and training of administrative staff.
• Coordinates scheduling and use of department/divisional 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.
• Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel.
• 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 material 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.
• Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
• May provide working supervision for staff of lower rank.
• Performs other duties as assigned. 

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

For general COVID-19 information, applicants should visit https://www.utsouthwestern.edu/covid-19/work-on-campus/

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. To learn more, please visit: https://jobs.utsouthwestern.edu/why-work-here/diversity-inclusion.