Administrative Assistant, Plastic Surgery

Job Summary

Works under minimal supervision to provide advanced administrative support in coordinating the day-to-day operations of a department or division office. This is a patient care-oriented, non-medical position that assists physicians in their medical practice with various duties. Responsibilities include attending clinic, preparing cosmetic and medical surgical quotes for patients, maintaining and updating Outlook calendars, scheduling surgical cases, and serving as the point of contact for patients regarding surgery dates and times. This role relieves supervisors of various administrative duties, requiring a thorough understanding of organizational functions, programs, and policies. The position may coordinate daily office operations and recommend procedural changes. It also involves assisting in the preparation of grant applications, budgets, manuscripts, and book chapters, ensuring proper format, grammar, and completeness. Furthermore, the role functions as a liaison with other departments such as Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting, preparing necessary online and paper documents.

Key Responsibilities

• Coordinate complex projects and reports, interacting with internal and external departments.
• Compose and type professional correspondence, including letters and memorandums.
• Maintain ledgers for various accounts, review expenditures, reconcile accounts, and ensure fund compliance.
• Plan and coordinate meetings, appointments, conferences, seminars, and workshops, including logistics and finances.
• Take, transcribe, and distribute meeting minutes.
• Transcribe medical or scientific terminology with attention to format, grammar, punctuation, and spelling.

Benefits

UT Southwestern offers a competitive and comprehensive benefits package to eligible employees, designed to support overall wellbeing. This includes:

• 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

Required Experience and Education

• High School Diploma or GED.
• 3 years of related secretarial/administrative experience. Higher education may be considered in lieu of minimum requirements.

Security and EEO Statement

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.

Key Skills/Competency

• Administrative Support
• Medical Terminology
• Scheduling
• Patient Coordination
• Grant Preparation
• Financial Reconciliation
• Interdepartmental Liaison
• Project Coordination
• Correspondence Composition
• Office Operations Management