Senior Administrative Associate, Touchstone Diabetes Center

Senior Administrative Associate, Touchstone Diabetes 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 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 Touchstone Diabetes Center, 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 Touchstone Diabetes Center is seeking an excellent Senior Administrative Associate with exceptional communication, critical thinking, and organizational skills to join their team.  We are a basic science department with no patient involvement. In this role, you will be responsible for coordinating faculty & classified staff recruitment, approve on-line forms to appoint, terminate, change titles/salary or other personnel changes and supervise the logistics of the Laboratory Coordinator and two technicians, providing training as needed. Additionally, you will support the Center Director with a very busy travel schedule, as well as faculty, staff, and students traveling to and from conferences.  An important part of this role is understanding the process and working with the Office of International Affairs on different types of visas we encounter during the recruitment process, to include international visitors.  Our ideal candidate has extensive experience with arranging complicated travel, coordinating busy guest schedules/itineraries, and is familiar with the visa process.  Due to the fast-paced nature of our center, this role requires a highly flexible candidate who possesses excellent organizational skills and the ability to multi task. 

Experience and Education

Minimum Requirements

• Bachelor's degree in Business Administration, Healthcare Administration, or directly related field and five (5) years related experience required; prefer two (2) years previous supervisory experience or experience in a lead role.
• May consider additional years of experience in lieu of degree. 

Preferred Requirements:

• Extensive experience with arranging travel on the executive level.
• Experience with all types of visa applications related to onboarding.  

Primary Job Duties

Procurement:

• Assist with procurement purchases, inquiries, vendor set-ups, PO closeouts, and other procurement functions.
• Supervise, lead, and train lab managers and staff on how to use UTSW preferred payment methods (i.e., PO's, Payment Requests, Non-Catalog PO's, OneCard, etc.).

Human Resources:

• Coordinates Faculty and Classified Staff recruitment with processing new positions, new-hires, promotions, change funding, person of interest (POI) requests, terminations, and international visa applications.
• Assist with new hire onboarding orientation for postdoc's, staff, and students (i.e., register new employees to UTSW trainings, badge, parking, campus/department tour, etc.).
• Approves on-line forms to appoint, terminate, change titles/salary or other personnel changes.
• Supervises logistics of Lab Coordinator and two technicians, providing training as needed.
• Coordinates/prepares staff performance evaluation and recommendations for merit increases.
• Monitor, review, and approve leave transactions in myTime system; assist with leave policies interpretations for Center personnel.
• Manages 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.

Operations:

• Serves as the primary point of contact and professional support for Center Director, faculty, staff, prospective students, students, external agencies, and others regarding inquiries about the Center.
• Manage and direct administrative and business functions of Center with responsibility for establishing, reviewing, and revising internal procedures (SOP's), interpreting policies, and manage workflow for maximum efficiencies.
• Maintain, interpret, and implement university, state, and federal guidelines and policies regarding HR, Finance, Procurement, and other operating functions.
• Functions as liaison with other departments, including Human Resources, Telecommunications, Facilities Management, Purchasing, Accounting & Contracts Management; prepares online and paper documents as needed.
• Support Center faculty, staff & students with travel approval authorization and travel expense reimbursements.
• Plans and coordinates meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodations, transportation, refreshments, luncheons, banquets, receptions, etc.; develops and arranges printing of brochures; handles finances for program, including determination of charge to sponsoring departments; establishes registration fees; processes all vouchers relating to events or outside speakers/visiting lecturers.
• Assist in preparation of major grant applications or status reports on current grants by coordinating information from PI's or other personnel, and submission of grant applications.
• Composes and/or creates letters, memorandums, and other non-routine and moderately complex correspondence, which does not require attention of supervisor.
• Responsible for MTA submissions and coordination with Lab Manager for shipments after agreements are signed, updating and maintaining "Providing MTA Request" log.

Financial:

• Design and execute a system of internal controls to provide effective and efficient financial information for dissemination to labs, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
• Assist with Salary Direct Retro's and Non-Salary Cost Transfers as needed.
• Manage a OneCard for Center purchases, travel and meeting/event needs; reconcile transactions monthly; review expenses for compliance; closeout transactions as needed.
• Assist with the annual budget preparations for non-comp components.
• 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 staff recruitment for the center. 

Other Duties:

• Partake in trainings and meetings as needed to keep up to date with policies, processes, and procedures of the institution.
• 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.