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!

JOB SUMMARY

This Temporary Senior Administrative Assistant II will provide critical support in managing the intake and follow-up processes for student accommodation requests. This role ensures timely communication and organized tracking of incomplete files, helping maintain compliance and efficiency in the accommodation workflow. The assistant will also monitor the Student Accommodations mailbox and demonstrate initiative by moving forward with the intake procedure, per department SOP and guidelines.

Administrative Duties
Supports supervisor and equal opportunity specialists with administrative tasks requiring knowledge of organizational functions, programs, and policies; may coordinate daily office operations and recommend and implement procedural changes.
Effectively completes and coordinates complex projects and reports as directed by the supervisor, often collaborating with multiple departments and external organizations, and utilizing various computer software applications.
Performs phone support and calendaring/scheduling.
Writes and types letters, memos, and moderately complex correspondence independently, without supervisor review.
Organizes and coordinates events including meetings, conferences, and workshops; manages logistics such as venues, accommodation, transport, and catering; oversees brochure printing and program finances, sets registration fees, and processes event vouchers.
Takes, transcribes, and distributes minutes for meetings.
Monitors the Student Accommodations mailbox regularly to ensure timely intake of new requests.
Initiates, documents, and guides students and other applicants through the intake procedures for applying for accommodations and/or submitting concerns/complaints to our office.
Take initiative to identify and address requirements to maintain steady progress in the intake and follow-up processes.
Demonstrates clear understanding of the accommodations and/or complaint processes to answer first-line email and phone queries about case status.
Performs other duties as assigned.
Intake Support
Triage, log, and process incoming accommodation requests and other complaints via email, electronic, and phone referrals.
Oversees the office e-mail resource box and proactively advances the intake process.
Creates and updates files in the office’s case management systems.
Upload documentation and ensure proper tagging and categorization.
Draft and send outreach correspondence.
File/Case Management
Track and follow up on accommodation requests and complaint packets submitted to the office.
Send follow-up notifications to applicants and track applicable deadlines.
Monitor response timelines and escalate unresolved cases.
Draft and send closure notices for expired deadlines.
Update milestones, resolution tabs, and case statuses in the office’s case management systems.
Knowledge, Skills and Abilities
Work requires knowledge of computers, office equipment, and other administrative tasks. (Please note: Testing may be required.)
Work requires ability to monitor and maintain budget.
Work requires ability to plan and organize work in logical and efficient manner.
Work requires ability to ensure adherence to all policies and procedures of university, such as, salary guidelines, accounting regulations, and internal controls policy.
Work requires ability to work with confidential information on daily basis.