Administrative Specialist - Office of the President - Administration

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POST DATE 9/14/2016
END DATE 10/13/2016

UT Soutwestern University Medical Center Dallas, TX

Dallas, TX
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree


Full/Part Time/PRN: Full-Time
Regular/Temporary: Regular


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


Salary Negotiable

Bachelor's degree in Business Administration, Healthcare Administration, or directly related field and three (3) years related experience.

1. Produces, reads, researches and routes correspondences. May include drafting professional letters or documents; collecting and analyzing information; initiating telecommunications. May include transcribing, formatting, inputting, proofreading, editing, retrieving, copying and transmitting text, data and/or graphics.
2. Directs or prepares reports which require significant contact with other departments and outside organizations.
3. Coordinates and interacts with other executives, chairs, administrators and their associates both internally and externally at the local, state, national and international levels.
4. Maintains broad knowledge of the organization to effectively carry out the internal and external relationships of the office.
5. Demonstrates the ability to handle confidential information with discretion.
6. Uses independent discretionary decision making to manage multiple competing priorities and deadlines in an efficient and effective manner.
7. Completes assigned projects, with sense of urgency, taking a holistic approach to problem solving, completeness and delivering expected results.
8. Provides quality customer service to guests and customers in person or on the telephone.
9. Manages supplies, inventories and ensuring the proper operation of office equipment.
10. Provides input and suggestions to policies and procedures relating to workflow guidelines.
11. Identifies operational problems and implements changes to provide solutions.

ADDITIONAL RESPONSIBILITIES (may include some or all of the following activities):
1. Serves as the initial point of contact for the President's Office.
2. Manages multiple phone lines, exercising a high degree of judgment, discretion, and understanding, in some cases regarding medical terminology or complex medical situations.
3. Manages independently a calendar and schedule for the executive(s), ensuring that meeting requests are appropriately prioritized and balancing the number of meetings scheduled with adequate time in the office for individual work.
4. Responsible for creating and submitting business transactions in PeopleSoft for the Office of the Presidents, including, but not limited to, the payment of invoices, requisitions and travel expense reports and other reimbursements accurately and on a timely basis.
5. Demonstrates knowledge and understanding of the following forms and procedures: Off-Campus Retreats; Official Function Requests for events exceeding $2500; Consultant/Lecturer Requests; and Permission to Serve Alcoholic Beverages, serves as a resource to departments on the policies associated with each form, provides instruction to departments on the timely/accurate completion of requests, researches and makes recommendations on the approval of requests, maintains an electronic filing system related to the forms, tracks annual expenditures by department/event for Official Functions.
6. Maintain online Institutional Standing Committee list; updates database annually and as membership changes are submitted to the President's Office throughout the year; prepares written communications on behalf of the President to committee members.
7. Prepare congratulatory letters from the President to faculty for various recognitions.
8. Coordinates travel arrangements for the President's intrastate travel.
9. Reviews status of financial transactions in PeopleSoft and take appropriate action to ensure the resolution of any issues.
10. Assists in the coordination and execution of special events, including, but not limited to, lunches, awards ceremonies, lectures, or other special activities sponsored by the President's Office.
11. Provide administrative support, as needed, for the Office of Community and Corporate Relations.

**Other Duties: Performs other duties as assigned.


Works under minimal direction to organize, coordinate, and perform high level administrative duties.


Under supervision, this position is responsible for handling a wide variety of administrative duties, of a complex and confidential nature, for the Office of the President. Duties include (but are not limited to) composing and keying correspondence, report development, meeting coordination, maintenance of confidential documents, and screening phone calls/visitors. Requires thorough knowledge of divisional policies, practices and procedures to ensure office functions efficiently; relies on experience and independent judgment; takes initiative and possesses strong attention to detail; manages situations and conflicts involving the administrative function of the office; and prepares and responds to time sensitive material.


Successful candidate must:

* Demonstrate exceptional verbal and written communication skills;

* Possess advanced knowledge of office procedures and equipment;

* Demonstrate proficiency in Microsoft Office; and

* Use independent judgment and initiative and act with authority.


* Work requires knowledge of computers, office equipment, and other administrative tasks

* Work requires ability to interpret and ensure adherence to all policies and procedures of university, such as accounting regulations and internal controls

* Work requires ability to manage and direct various administrative and business functions of division or unit

* Work requires ability to prepare and/or supervise preparation of complex financial and/or administrative reports

* Work requires ability to work with confidential information on daily basis

The following is the acronym, "PACT", and is fundamental to all non-clinical positions at UT Southwestern Medical Center:

P-Problem Solving: Employees take ownership in solving problems effectively, efficiently, and to the satisfaction of customers, or managers. They show initiative in addressing areas of concern before they become problems.

A-Ability, Attitude and Accountability: Employees exhibit ability to perform their job and conduct themselves in a professional and positive manner reflecting a professional environment readily assuming obligations in a dependable and reliable manner.

C-Communication, Contribution, and Collaboration: Who are our Customers* Anyone who requests our help, needs our work product, or receives our services. Employees focus on customer service with creative solutions while improving the customer experience through clear, courteous, and timely delivery and communication. Sharing ideas with others helps expand our contribution to department goals.

T-Teamwork: Employees work to contribute to the department s success by supporting co-workers, promoting excellence in work product and customer service, and in maintaining a satisfying, caring environment for each other.


Work is performed primarily in general office area.

Any qualifications to be considered as equivalents in lieu of stated minimum require prior approval of the Vice President for Human Resources Administration, or his/her designee.

This position is security-sensitive and thereby subject to the provisions of Texas Education Code 51.215.

To the extent provided by applicable law, no person shall be excluded from participation in, denied the benefits of, or be subject to discrimination under any program or activity sponsored or