Sr. Administrative Associate, Biomedical Engineering

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!

JOB SUMMARY

This individual will provide high-level administrative support to the Department Chair. Core tasks will consist of: calendaring/manage Chair's time and commitment, schedule meetings and taking minutes, if necessary; create presentations; greet guests, catering, manage department meeting dates, order supplies for Chair's suite, travel accommodations and reimbursements, CV maintenance, and other duties as assigned.

Preferred Skills:

• Comfortable in a fast-paced environment
• Working across multiple projects simultaneously
• Strong critical thinking and problem-solving skills
• Ability to quickly adapt to learn new concepts, systems, and processes
• Ability to accomplish tasks accurately and completely
• Ability to effectively communicate thoughts and concepts in a clear, concise manner

Key Responsibilities:

• Coordinate the Biomedical Engineering (BME) Department Seminar Series, including scheduling, communication, and logistics.
• Organize high-profile events such as the David Shui-Wau Kam Family Lectureship and the North Texas BME Symposium.
• Curate and update digital signage content for the Chair's conference room using Breeze Software and Canva.
• Facilitate the faculty evaluation process by scheduling meetings and collecting necessary signatures on behalf of the Chair.
• Maintain and regularly update the Department Chair's CV using EndNote and the USPTO patent database.
• Manage the preparation and routing of documents for signature via DocuSign.
• Draft letters of recommendation and support for faculty, fellows, and students, ensuring timely review and signature.
• Coordinate all travel arrangements for the Chair, including travel authorizations, booking, itineraries, and reimbursement processing.
• Oversee and maintain the Department Chair's complex calendar, including meeting scheduling and adding key deadlines.
• Manage email inbox by triaging messages, prioritizing requests, and facilitating timely responses.
• Support faculty recruitment efforts by organizing faculty feedback on candidates and assisting with follow-up actions in the recruitment process.
• Provide a detailed daily schedule to the Chair and assist in keeping meetings on time, including use of visual time cues.
• Conduct weekly one-on-one meetings with the Chair to ensure alignment, calendar updates, and workflow planning.
• Order plaques, recognition items, and holiday gifts on behalf of the department as needed.
• Maintain and stock the Chair's suite with snacks, coffee, and tea to ensure a welcoming environment.
• Continuously seek and implement strategies to enhance operational efficiency and effectiveness!

BENEFITS
UT 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 coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer
• Learn more about these and other UTSW employee benefits!

EXPERIENCE AND EDUCATION
Required

• Education
  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.

Preferred

• Experience
  2 years Previous supervisory experience or experience in a lead role.

JOB DUTIES

• 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.
• 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 STATEMENT
Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information. To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 113.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

EEO Statement
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.

UT 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 coverage
• 100% coverage for preventive healthcare - no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer
• Learn more about these and other UTSW employee benefits!