Administrative Assistant III
The Center for BrainHealth is seeking a talented, professional and energetic person to support senior leadership. This important role routinely interacts with people across all walks of life and levels of leadership from other senior leaders with strategic partners, to on site facilities support teams, to leadership and support staff across the University setting.
Therefore, it is essential that this person create a terrific impression for all those who interact with Center for BrainHealth.
We attract a wide variety of people who are interested in learning about their brains, supporting our cause, or participating in our transformative research.
So, the person who will in this role must be a team player who possesses outstanding people skills, has a service-oriented mindset, and is willing to support our team members in a variety of ways.
Truly, there is no job too big or too small for anyone here at Center for BrainHealth where we promote a culture of accountability, agility, compassion and empowerment.
The successful candidate will foster relationships internally and externally, be an impactful representative of our culture, and support his / her teammates routinely.
This is a high-engagement, high impact position that requires someone willing to directly and skillfully interact with people in person on a daily basis.
Organizational and prioritizational skills are a must, while also successfully navigating details and tactical needs while helping the COO achieve his / her strategic goals while meeting the demands of multiple team members and competing priorities and calendars.
Minimum Education and Experience
Bachelor's degree and nine years of office administration or project management experience including five years at Admin Assistant II level or two years at the Admin Services Officer level or an equivalent combination of relevant education and experience.
Essential Duties and Responsibilities
Support the Chief Operating Officer and other key leaders of Center for BrainHealth with seasoned and thoughtful organizational skills and senior-level administrative talent, including but not limited to calendaring, travel coordination, coordination of strategic and tactical meetings, interactions with VIPs, board members, donors and strategic partner leadership, as well as senior leadership within the University system.
Additional more tactical duties will also be required, including secretarial, clerical, and customer service assistance via phone, email, walk-ins, to faculty, staff, students, interns, visitors, donors, board members, study participants, clients, and the public for the Center for BrainHealth and Brain Performance Institute.
This critical role requires someone who can navigate conflicting demands, prioritize, and assist in keeping Center leadership focused on key objectives while attending to details and customer service seamlessly.
Because this position supports senior leadership, this role also requires the utmost care in public relations and handling of sensitive information.
Participation in key events and receiving and greeting visitors will be required at times. This role also serves as a key resource for facilities maintenance staff that are on site.
Additionally, the successful Administrative Assistant will support event planning as needed, ordering and inventorying certain supplies, and interacting with third party vendors on occasion.
Finally, the successful administrative assistant will develop an expertise with University timekeeping systems and other University admin / billing functions needed to support the Chief Operating Officer in his / her day-to-day administrative duties.
Our team supports one another routinely therefore, this role will support marketing, front-desk, program development and delivery, donor relations and other departments as needed and approved by the COO.
Additional Information
After the probationary period, this role may be eligible for a hybrid (partly remote / partly in office) work schedule, subject to business need and manager approval.
May be required to use personal computer and other standard office equipment. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice.
A UT Dallas Remote Work Agreement will be required within 14 days after approval.
Important Message
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.
2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community.
UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment.
EOE, including disability / veterans. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities.
To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator . For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator .
Financial Analyst
Job Summary
The Financial Analyst is a full-time position, reporting to the Director of Business Operations. The position plays an integral team role in Callier's operating activities and maintenance of detailed financial records.
Working closely with the Executive Director, Director of Business Operations, Senior Director of Development, and members of the Callier Center's Board of Trustees, volunteers and donors, the Financial Analyst will have a wide range of responsibilities that will support the successful operation of the Callier Center's financial, clinical and fundraising activity.
Minimum Education and Experience
Bachelor's degree in Accounting or other Business area with experience in financial analysis and reporting. Three years of progressively responsible related financial / accounting / budget experience or an equivalent combination of education and experience.
Knowledge of Federal Regulations, Microsoft Office, advanced knowledge of financial reporting tools (i.e. Access, Advanced Excel, Crystal Reporting, etc.).
Preferred Education and Experience
- Bachelor degree in Finance or Accounting
- 5 years of advanced level accounting work, financial analysis and forecasting experience
- Advanced knowledge / experience with financial databases
- Strong analytical skills and problem resolution experience with complex financial matters.
- Demonstrated proficiency in gathering, analyzing, and presenting financial data and advanced skills in Excel
- Professional demeanor with experience employing diplomacy, discretion, and confidentiality in all business matters
- Detail-oriented self-starter
Essential Duties and Responsibilities
Business Department and Clinic Operations Responsibilities
- Prepare a five-year clinical financial forecast and Callier financial model
- Complete case study of Callier academic services which benefit other departments
- Analyze and interpret budgetary financial data related to the center to advise management on the strategic and appropriate use of funds
- Ensure the integrity of funds is upheld by monitoring, analyzing, and assessing account trends, balances, expenditures, and encumbrances while maintaining compliance with university, state, and federal guidelines for appropriate and reasonable spending
- Assist with creating Callier annual budget and contract budgets including but not limited to UTSW Child Development annual Budget and various school district / medical facilities contract budgets;
financial statements; monthly and annual financial reports; and financial forecast reports as required
- Manage and create Business Department process planning documents / manual for daily, monthly, and annual processes to improve workflow efficiency
- Provide backup services to review / approve / reject the center's requisitions as needed
- Provide strategic, professional, timely, and accurate communication with staff
- Maintain and archive backup documentation related to financial compliance
- Produce ad hoc accounting statistical reports and financial analysis
- Complete assigned monthly account reconciliations and supporting documentation
- Assist with oversight of Callier Food Services' financial operations, reporting, and compliance
- Assist with oversight of Callier accountant
Development Office Responsibilities
- Maintain / ensure fidelity to University's financial policies and procedures in recording and accepting gifts from Foundations, individuals, and the Foundation Board of Trustees
- Review Callier gift records monthly to ensure that gifts have been credited properly in Raiser's Edge
- Review spending plans for endowments and gift cost centers quarterly
- Record all gifts to the Foundation and manage the accounting for checks to be written back
- Produce monthly financial reports for the Foundation, including reports on investment performance
- Produce an annual budget for the Foundation with relevant committee chairs
- Manage annual tax return process for the Foundation with relevant committee chairs
- Manage annual audit process for the Foundation with relevant committee chairs
- Manage signature authority for the Foundation's bank accounts
- Work with the senior director of development and trustees to establish an annual audit committee and finance committee meeting agendas and reports
- Produce minutes of Foundation Board meetings and committee meetings
Additional Information
Vaccine Requirements :
Some positions within the University are subject to federal vaccination requirements . For example, all faculty, staff and students who are working in the Callier Clinics must be fully vaccinated by April 21, 2022 in accordance with the emergency federal vaccination requirements for health care facilities established by the Centers for Medicare & Medicaid Services' (CMS) Final Rule.
Newly hired employees who are subject to federalvaccination requirements will be required to submit proof of vaccination (e.
g., vaccination card, immunization records from health care provider) prior to their first date of employment, and may be required to show compliance annually if a federal vaccine requirement requires an annual booster vaccine.
UTD will consider exemptions for employees seeking a medical or religious exemption to the vaccination requirement
What we have to offer :
UT Dallas is an Equal Opportunity Employer. We are committed to fostering, cultivating, and preserving a culture of diversity and inclusiveness.
We offer an employee-friendly work environment with a comprehensive benefit package including :
Competitive Salary
Tuition Benefits
Internal Training
Medical insurance including 100% paid employee medical coverage for full-time employees
Dental Insurance
Vision Insurance
Long and short-term disability
Retirement Plan Options
Paid time off
Paid Holidays All UT Dallas employees have access to various professional development opportunities , including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.
About UT Dallas
The University of Texas at Dallas is committed to graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world.
A diversity of people, ideas and perspectives is crucial to our vision and mission. A charter member of SEA (STEMM Equity Achievement) Change, UT Dallas is a place where members of the community are welcomed, treated fairly, and encouraged to their pursuit of excellence.
What You Should Know
UT Dallas is ranked among the Best of the Best Colleges for LGBTQ Inclusion by Campus Pride. The Office of Diversity, Equity and Inclusion hosts a variety of programs and leads initiatives toward efforts to cultivate a culture of equity and belonging for all members of the campus community.
LilyPad lactation facilities are located throughout campus for private use by nursing parents. The University currently supports nine Employee Resource Groups (ERGs) that are communities of faculty and staff from various identities along with advocates and allies (e.
g., Black Faculty and Staff Alliance, Universal Access ERG, Military and Veteran ERG). The University of Texas at Dallas is committed to providing an educational, living and working environment that is welcoming, respectful and inclusive of all members of the university community.
The University prohibits unlawful discrimination against a person because of their race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information, or veteran status.
Visit https : / / institutional-initiatives.utdallas.edu / for more information.
Important Message
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.
2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community.
UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment.
EOE, including disability / veterans. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities.
To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator . For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator .