Sr Administrative Assistant II, OB Research Programs

WHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career!

Onsite for training, hybrid after training.

JOB SUMMARY
Administrative Assistant – Research Programs

Position Summary

The Administrative Assistant provides comprehensive administrative and operational support to the Research Programs group within the Department of Obstetrics and Gynecology. This position supports the Manager of Research Programs and members of the research team by coordinating meetings and schedules, maintaining departmental records and shared resources, assisting with purchasing and administrative requests, supporting onboarding and personnel-related processes, and helping ensure routine administrative activities are completed accurately and on time.

The Administrative Assistant serves as a central administrative resource for the research group and works collaboratively with faculty, research staff, departmental leadership, and institutional support offices. The position requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic research environment.

Essential Duties and Responsibilities

Administrative and Scheduling Support

· Provide day-to-day administrative support to the Manager of Research Programs and research leadership.

· Coordinate and schedule meetings involving faculty, research staff, departmental personnel, and external collaborators.

· Manage meeting logistics, including reserving conference rooms, coordinating virtual meeting links, preparing agendas and materials, and communicating meeting information.

· Maintain recurring meeting schedules and assist with identifying and resolving scheduling conflicts.

· Prepare meeting agendas and supporting materials and document meeting notes or action items as requested.

· Assist with routine correspondence, document preparation, formatting, copying, scanning, and distribution.

· Maintain organized electronic files and shared departmental resources.

Research Program Administrative Support

· Provide administrative support for multiple research programs, studies, and departmental initiatives.

· Maintain administrative trackers, calendars, contact lists, study lists, and other departmental tracking tools.

· Assist with tracking deadlines, deliverables, renewals, meetings, and other time-sensitive activities and provide reminders to responsible team members.

· Maintain current research team rosters, organizational information, distribution lists, and related administrative records.

· Assist with collecting documents and information from research team members for departmental or institutional requests.

· Support preparation and organization of materials for research meetings, site visits, audits, monitoring visits, presentations, and other activities.

· Assist with formatting presentations, reports, spreadsheets, and other administrative documents.

Purchasing, Supplies, and Expense Support

· Coordinate routine purchasing requests for office, research, and program-related supplies.

· Maintain office and shared research supplies and coordinate replenishment as needed.

· Assist with purchase orders, reimbursements, invoices, and other routine administrative financial documentation in accordance with institutional procedures.

· Maintain documentation related to purchases and administrative transactions.

· Assist with travel arrangements, registrations, and travel-related documentation for conferences and meetings as assigned.

· Coordinate catering and other logistical needs for departmental meetings and events.

Personnel and Onboarding Support

· Provide administrative support for onboarding new research employees, students, trainees, and other team members.

· Coordinate onboarding activities such as workspace preparation, equipment requests, system/access requests, orientation schedules, and introductory meetings.

· Maintain onboarding and offboarding checklists and follow up on outstanding administrative items.

· Assist with scheduling interviews and coordinating candidate interview itineraries.

· Support collection and organization of routine personnel-related documentation as appropriate.

· Maintain current staff contact information, emergency contact processes, organizational charts, and related administrative resources.

Departmental Organization and Communication

· Serve as an administrative point of contact for routine questions and requests directed to the research group.

· Monitor shared administrative communications or departmental inboxes as assigned and route requests to the appropriate team member.

· Maintain shared calendars, SharePoint sites, folders, distribution lists, and other administrative resources.

· Help ensure departmental records and shared resources remain organized, current, and accessible.

· Coord