Administrative Associate, Legal Affairs

Why UT Southwestern?

With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. At UT Southwestern, we invest in you with opportunities for career growth and development that align with your future goals and help to provide security for you and your family. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more that are all available on the day you start work. UT Southwestern is honored to be a Veteran Friendly work environment that is home to approximately 800 veterans. We value your integrity, dedication, and the commitment you’ve made to our country. We’re proud to support your next mission. Ranked by Forbes as one of the Top 10 National Employers, we invite you to be a part of the UT Southwestern team where you’ll discover teamwork, professionalism, and consistent opportunities for growth.

Job Summary

UT Southwestern Medical Center is hiring for an Administrative Associate.

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. Provide comprehensive administrative support to Directors, senior attorney, and Department Manager. Coordinates supervisor's schedule; makes travel arrangements; plans meeting itineraries, etc. for supervisor or outside visitors. Prepares correspondence and documents such as letters, affidavits, releases and responses regarding claims, lawsuits, subpoenas and TPIA requests. Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds. Maintain and monitor all litigation files; Docket litigation scheduling order deadlines.

Experience and Education

• High school graduation or GED and four (4) years related experience

• May consider higher education completed in lieu of minimum requirements

Job 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/

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