The Senior Administrative Assistant will provide administrative support to UT Southwestern Medical Center’s Pharmacy Services Administration. Reporting to the Assistant Vice President for Pharmacy Services or to the Director of Pharmacy Services - Acute Care, the senior administrative assistant will deliver exceptional customer service including greeting visitors (non-pharmacy staff, physicians, patients and public), the timely follow-up and the ability to maintain a helpful demeanor in all communication in-person or via phone or email.
Additional responsibilities may include:
- Scheduling and confirming appointments and meetings
- Providing timely responses to voice messages and other inquiries;
- Efficient operations of all office equipment (faxes, multi-line phones, copy machines, etc.)
- Coordinating department communication
- Logistical support and coordination for meetings including preparing agendas and other material, distributing minutes to attendees, coordinating invites and other logistics for attendees, handling room and catering requests, etc.
- Maintaining and updating department files and records
- Supporting department projects and other general office needs.
This is a full-time position that will scheduled to work at UTSW’s campus in Dallas primarily Monday through Friday. To ensure the pharmacy administration’s office is responsive during business hours, this position must be consistently punctual with attendance.
EXPERIENCE and EDUCATION
Candidates must demonstrate they meet one of the minimum qualifications below:
- High school diploma or equivalency AND five (5) year of full-time, professional work experience in an role providing administrative or clerical support in an office setting; OR
- High school diploma or equivalent and one (1) year of completed college-level education AND four (4) years of full-time, professional work experience in an role providing administrative or clerical support in an office setting; OR
- High school diploma or equivalent and two (2) years of completed college-level education AND three (3) years of full-time, professional work experience in an role providing administrative or clerical support in an office setting; OR
- High school diploma or equivalent and three (3) of completed college-level education AND two (2) years of full-time, professional work experience in an role providing administrative or clerical support in an office setting; OR
- Bachelor’s degree and one (1) year of full-time, professional, work experience in an role providing administrative or clerical support in an office setting.
Candidates with previous full-time professional work experience providing administrative support to a clinical department is strongly preferred. Candidates with previous work experience in a hospital or academic setting is ideal.
Candidates must have excellent and professional written communication skills and demonstrate a strong attention to detail and accuracy in all formats of written communication. Must consistently demonstrate the ability to avoid typos, grammar mistakes and formatting errors.
Candidates must have strong verbal communication abilities and be able to maintain professional attitude in all circumstances.
Candidate must be able to efficiently and effectively operation common office technology such as computers, printers, copiers, multi-line telephones, fax machines, and have the ability to learn new technology. Requires good data-entry skills.
- Provides responsive and helpful demeanor to staff, physicians, patients and public in person or via telephone. Answers telephone by the fourth ring and identifies self when answering the telephone.
- Handles payroll for designated areas under managers supervision.
- Reconciles agency invoices, tracks agency use, and summarizes in bi-weekly financial report.
- Tracks departments mandatory annual training, licensure, and certifications.
- Facilitates necessary activities to assist with staffing office needs. Provides back-up as necessary for other staff in office. Utilizes downtime to assist others.
- Provides atmosphere of teamwork with positive attitude in staffing office.
- Communicates appropriately with clients and staff. Relays information to appropriate personnel. Gives staff status reports on pending items. Alerts manager if clients or staff seem, or is unhappy and you have not resolved the issue.
- Handles multiple tasks. Solves problems, notifies manager when needed. Takes on new projects.
- Supplies management. Handles check requests, purchase orders and tracking of these.
- Performs data entry. Enters and maintains statistical data as requested.
- Works with other areas of hospital and campus. Coordinates support for staffing needs or nursing administration. Attends required meetings and performs necessary tasks related to meetings.
- Performs other duties as assigned.
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.