Administrative Assistant, Physiology

Location

Canada | United States

Job description

Administrative Assistant, Department of Physiology

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 Department of Physiology 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 Department of Physiology is seeking an Administrative Assistant to support office operations. This critical role will provide administrative support for our Physiology faculty. Duties include Coordinates meetings and conferences for supervisor or other staff members, receives, screens, and directs visitors as required; answers and makes telephone calls; transfers calls, takes messages, ordering for the department and labs, weekly lecture setup, as well as any other needed administrative duties.

Experience and Education

Minimum Requirements

• High school graduation or GED and two (2) years related secretarial/administrative experience. Testing may be required.
• May consider higher education completed in lieu of minimum requirements. 

Primary Job Duties

• Performs duties as office receptionist.
• Provides moderately complex administrative skills for a department.
• Setup weekly and monthly seminars and meetings.
• Escort seminar speakers to their meetings.
• Selects office vendors and monitors purchasing processes.
• Enters work order in the system for maintenance.
• Post seminar flyers and change out the flyers as the dates pass.
• Back up for seminar scheduling.
• Organizes office procedures to ensure effective operation. 

Other Duties

• Transcribes dictation that may involve use of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
• Types correspondence, memorandums, grants, manuscripts, book chapters, etc. from complex rough drafts, which may involve special formats and complicated footnotes.
• Composes letters, memorandums, and other non routine correspondence for supervisor’s signature.
• Processes and submits on line forms; pays invoices.
• Coordinates meetings and conferences for supervisor or other staff members. 
• Makes appointments and maintains supervisor’s calendar; makes travel and hotel reservations for supervisor or other staff members.
• Receives, screens, and directs visitors as required; answers and makes telephone calls; transfers calls, takes messages, or answers questions as necessary, including patient related calls and appointments.
• Receives, sorts, and distributes incoming mail; makes copies; faxes documents; makes deliveries on and off campus.
• Completes moderately complex projects and reports as requested by supervisor using word processing, spreadsheet, or database applications.
• Retrieves articles from Library; makes copies, including performing on line library searches.
• Maintains various files and records for operating unit, which may include vacation/sick leave, personnel files, etc.; handles confidential and sensitive information in appropriate manner.
• Duties performed may include one or more of the following core functions: (a) Directly interacting with or caring for patients; (b) Directly interacting with or caring for human-subjects research participants; (c) Regularly maintaining, modifying, releasing or similarly affecting patient records (including patient financial records); or (d) Regularly maintaining, modifying, releasing or similarly affecting human-subjects research records.
• **Other Duties: Performs other duties as assigned. 

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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:

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