Administrative Associate, Pediatric Nephrology

About the role

Works under direction to assist with management of administrative and/or business functions of department, division, or unit. Works under general direction to support and oversee the administrative and business functions of a department, division, or unit. The Administrative Associate Lead works closely with the Division Chief and Division Operations Administrator to ensure efficient, effective, and compliant administrative operations.

Responsibilities

• Supervising and providing guidance to administrative staff, including setting priorities and coordinating workload
• Serving as a liaison between the division and department operational support teams to facilitate communication and resolve administrative needs
• Leading and coordinating recruitment activities for administrative positions
• Serving as the primary time approver and ensuring accurate and timely timekeeping
• Reconciling divisional funds and supporting effective fiscal management
• Coordinating special events, conferences, meetings, and other divisional activities
• Determining work priorities and ensuring administrative responsibilities are completed efficiently and within established deadlines
• Providing training, coaching, and ongoing support to administrative staff
• Conducting regular one-on-one and group staff meetings to promote communication, engagement, and accountability
• Coordinating the onboarding of new administrative staff and ensuring a smooth transition into the division
• Creating, reviewing, updating, and maintaining policies and procedures to support consistent operations and ensure divisional compliance
• Identifying opportunities to improve administrative processes, efficiency, and customer service
• Relieving supervisor of various internal administrative duties requiring thorough understanding of, and adherence to, functions, programs, and policies of unit and university
• Reviewing department policy manuals periodically to update and institute changes as necessary
• Providing comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper-level administrator
• Monitoring and maintaining unit's budget; providing input to supervisor; preparing and submitting various budgetary reports; assisting supervisor with annual budget process
• Exercising delegated approval authority for expenditures; coordinating process for items requiring Chair-level approval
• Coordinating supervisor's schedule; making travel arrangements; planning meeting itineraries for supervisor or outside visitors
• Coordinating details of faculty and staff recruitment for division
• Initiating personnel action documents, including appointment, termination, and/or salary/title changes
• Coordinating appointment process for foreign nationals
• Pre-screening staff applicants; coordinating interview process for supervisor and/or unit head
• Conducting department/division orientation for administrative and technical staff and training of administrative staff
• Coordinating scheduling and use of department/division 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
• Approving vacation and sick leave transactions; interpreting V/SL policies for unit's personnel
• Preparing or coordinating preparation of complex reports requiring significant contact with other departments and outside organizations
• Providing professional support for special projects, including editorial and administrative support for manuscripts and abstracts for publication; preparing materials for oral and/or written presentations; coordinating and preparing materials for courses, meetings, and conferences; performing library and internet research
• Assisting in preparing grants and contracts, including assistance with budget preparation and/or oversight
• Maintaining sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds
• Providing working supervision for staff of lower rank
• Performing other duties as assigned

Requirements

• Education: High School Diploma
• Experience: 4 years related work experience
• Higher education may be considered in lieu of minimum requirements

Benefits

• 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

Schedule

Full-time, Day shift

Primary location: 5323 Harry Hines Blvd, Dallas, Texas. Organization: PD-Nephrology (423015). Regular, standard employee status. Position is security-sensitive and subject to Texas Education Code 51.215.