Senior Administrative Assistant, Reproductive Biology Sciences

Why join Green Center for Reproductive Biology Sciences?
The Green Center for Reproductive Biology Sciences mission is to promote and support cutting-edge, integrative, and collaborative basic research in female reproductive biology, with a focus on signaling, gene regulation, and genome function. Under the directions of Dr. W. Lee Kraus, Ph.D., the Center fosters an environment of innovation, teamwork, and professionalism. As part of the team, the Senior Administrative Assistant will oversee the day-to-day administrative operations for the research faculty and their laboratory personnel in a non-clinical setting. This position is hybrid after the probationary period, but the hybrid schedule will depend on business needs.
Job Summary
The Senior Administrative Assistant will be responsible for the following:
Managing the procurement and reconciliation process for multiple research labs
Processing travel and expenses, reimbursements, and invoice payments
Planning the center’s seminar series, laboratory meetings, and journal clubs
Coordinating meeting facilities, hotel accommodation, transportation, refreshments, and luncheons
The ideal candidate should be highly organized, detail-oriented, a team player and enjoy working in a fast-paced environment.
Experience and Education
High school graduation or GED and three (3) years related secretarial/administrative experience.
Testing may be required.
May consider higher education completed in lieu of minimum requirements.
Job Duties
Relieves supervisor of variety of administrative duties, which involve thorough understanding of functions, programs, and policies of organization; may coordinate day to day operations of office; makes recommendations for changes to procedures.
Prepares or assists in preparation of grant applications, grant budgets, manuscripts, book chapters, etc.; ensures proper format, grammar, and completeness.
Functions as liaison with other departments, including Human Resources, Telecommunications, Physical Plant, Purchasing, and Accounting; prepares online and paper documents as needed.
Completes and coordinates complex projects and reports as assigned by supervisor, which may require significant contact with other departments and outside organizations and use of various computer software applications.
Composes and/or types letters, memorandums, and other non-routine and moderately complex correspondence, which does not require attention of supervisor.
Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.
Plans and coordinates projects, such as meetings, appointments, conferences, seminars, and workshops; arranges for meeting facilities, hotel accommodation, transportation, refreshments, luncheons, banquets, receptions, etc.; develops and arranges printing of brochures; handles finances for program, including determination of charge to sponsoring department; establishes registration fees; processes all vouchers relating to event.
Takes, transcribes, and distributes minutes for meetings.
May transcribe dictation of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
Performs other duties as assigned.
For COVID-19 vaccine information, applicants should visit https://www.utsouthwestern.edu/covid-19/work-on-campus/
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. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of: race; color; religion; national origin; sex; including sexual harassment; age; disability; genetic information; citizenship status; and protected veteran status. In addition, it is UT Southwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.