Executive Administrative Assistant

Children’s Medical Center Research Institute at UT Southwestern (CRI) is a joint venture established in 2011 to build upon the scientific excellence of UT Southwestern Medical Center and the clinical expertise of Children’s Medical Center. CRI’s mission is to perform transformative biomedical research to better understand the biological basis of disease, seeking breakthroughs that can yield new strategies for treating disease. CRI is creating interdisciplinary groups of scientists and physicians to pursue research at the interface of regenerative medicine, cancer biology, and metabolism, fields that hold uncommon potential for advancing science and medicine.

We are seeking an Executive Assistant to support the Director and his laboratory. The Executive Assistant must be able to independently and accurately organize the Director’s schedule, complete complex administrative tasks, and interface well with the public, university and hospital leaders, and peers. We are looking for an energetic, detail oriented, organized, and analytical individual with sound judgement. Successful candidates will be self-starters who are able to contribute to the efficient use of the Director’s time and help ensure that the Director’s laboratory and CRI are well run.

Essential Duties and Responsibilities

·     Maintain the professional calendar for the Director. Schedule appointments and meetings with lab staff, university faculty, students, media, external professionals, and administration. 

·     Coordinate complex travel for the Director and laboratory staff. Prepare expense reports and maintain detailed expense records. Reconcile and pay invoices and charge cards.

·     Coordinate with development and communications staff to help organize VIP visits/meetings and CRI events. 

·     Organize job searches for faculty or postdoctoral candidates. Coordinate the scheduling and logistics for faculty or postdoctoral candidate interviews. Assist with the onboarding of new laboratory employees.

·     Assist with the administrative aspects of personnel management which may include processing timesheets. Ensure compliance with administrative, human resources, and department policies and procedures.

·     Prepare correspondence and reports requiring some understanding of technical matters. Respond to routine and non-routine inquiries using standardized policies and procedures. Update and maintain documents pertaining to the laboratory including travel and lab meeting schedules.

·     Provide administrative support for grants.

·     Performs other administrative duties and special projects as required.

Ideal qualifications include:

·     Bachelor’s degree with high achievement. Master’s degree preferred.

·     Five to seven years of administrative or other relevant experience, particularly in support of an executive

·     Excellent written and oral skills

·     Detailed oriented and the ability to multi-task with accuracy in a busy and complex environment

·     Energetic self-starter and critical thinker

·     Thoughtful approach to problem solving and the ability to independently resolve conflicts in schedules

·     Skilled in Microsoft Outlook, Word and Excel

·     Knowledge and experience with budgets and maintaining financial records

·     Ability to recognize and safeguard confidential information