Administrative Assistant Jobs at UT Southwestern Medical Center with Visa Sponsorship
UT Southwestern Medical Center hires Administrative Assistants across its clinical, research, and academic departments, and has a track record of supporting international candidates through the U.S. visa process. If you're targeting a support role at one of the country's leading academic medical centers, sponsorship is a real possibility.
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Get Access To All JobsWHY 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
Works under direct supervision to assist management with administrative and/or business functions to assure compliance with federal regulations relating to human subject research and/or animal care and use. Understands and applies multiple regulations to complex scientific research projects.
BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:
- PPO medical plan, available day one at no cost for full-time employee-only coverage
- 100% coverage for preventive healthcare - no copay
- Paid Time Off, available day one
- Retirement Programs through the Teacher Retirement System of Texas (TRS)
- Paid Parental Leave Benefit
- Wellness programs
- Tuition Reimbursement
- Public Service Loan Forgiveness (PSLF) Qualified Employer
Learn more about these and other UTSW employee benefits!
EXPERIENCE AND EDUCATION
Required
Education
High School Diploma or equivalent.
Experience
4 years of related experience.
May consider higher education in lieu of experience.
JOB DUTIES
-
Review Modification requests, as well as associated study protocols, informed consent documents, and other study-related documentation, to assure conformance with all applicable requirements. Seek consultation from IRB/IACUC Chairs and communicate determinations to PIs and research staff. Manage information in database and produce related reports as required.
-
Review Adverse Event reports to assure conformance with all applicable requirements. Seek consultation from IRB/IACUC Chairs, as necessary, and communicate determinations to PIs and staff. Manage adverse event information in database and produce related reports as required.
-
Provide consultation and technical assistance to investigators and study personnel regarding requirements for Modification and/or Adverse Event submissions, performance of studies, and documentation of compliance. Serve as an information resource to the campus about human subject protection and/or animal care and use.
-
Provide administrative support for IRB/IACUC Coordinators, including, but not limited to: managing reviews for expedited studies; preparing approval packets including approval letters, stamping and copying study documents and notifying study personnel of completion; processing full-board study continuing review submissions, including review of submissions for completeness; data entry; communication with study personnel for clarifications or to request missing documents; and preparing assignment of studies to appropriate board or committee.
-
Monitor automatic continuing review reminders on a daily basis, prepare and send study lapse letters.
-
Assist with development of and/or updates to IRB/IACUC guidance, office procedures/business processes, related forms, database improvements, and other quality assurance activities.
-
Perform other duties as assigned.
SECURITY AND EEO STATEMENT
Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.
EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.
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
Works under direct supervision to assist management with administrative and/or business functions to assure compliance with federal regulations relating to human subject research and/or animal care and use. Understands and applies multiple regulations to complex scientific research projects.
BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:
- PPO medical plan, available day one at no cost for full-time employee-only coverage
- 100% coverage for preventive healthcare - no copay
- Paid Time Off, available day one
- Retirement Programs through the Teacher Retirement System of Texas (TRS)
- Paid Parental Leave Benefit
- Wellness programs
- Tuition Reimbursement
- Public Service Loan Forgiveness (PSLF) Qualified Employer
Learn more about these and other UTSW employee benefits!
EXPERIENCE AND EDUCATION
Required
Education
High School Diploma or equivalent.
Experience
4 years of related experience.
May consider higher education in lieu of experience.
JOB DUTIES
-
Review Modification requests, as well as associated study protocols, informed consent documents, and other study-related documentation, to assure conformance with all applicable requirements. Seek consultation from IRB/IACUC Chairs and communicate determinations to PIs and research staff. Manage information in database and produce related reports as required.
-
Review Adverse Event reports to assure conformance with all applicable requirements. Seek consultation from IRB/IACUC Chairs, as necessary, and communicate determinations to PIs and staff. Manage adverse event information in database and produce related reports as required.
-
Provide consultation and technical assistance to investigators and study personnel regarding requirements for Modification and/or Adverse Event submissions, performance of studies, and documentation of compliance. Serve as an information resource to the campus about human subject protection and/or animal care and use.
-
Provide administrative support for IRB/IACUC Coordinators, including, but not limited to: managing reviews for expedited studies; preparing approval packets including approval letters, stamping and copying study documents and notifying study personnel of completion; processing full-board study continuing review submissions, including review of submissions for completeness; data entry; communication with study personnel for clarifications or to request missing documents; and preparing assignment of studies to appropriate board or committee.
-
Monitor automatic continuing review reminders on a daily basis, prepare and send study lapse letters.
-
Assist with development of and/or updates to IRB/IACUC guidance, office procedures/business processes, related forms, database improvements, and other quality assurance activities.
-
Perform other duties as assigned.
SECURITY AND EEO STATEMENT
Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.
EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.
See all 48+ Administrative Assistant at UT Southwestern Medical Center jobs
Sign up for free to unlock all listings, filter by visa type, and get alerts for new Administrative Assistant at UT Southwestern Medical Center roles.
Get Access To All JobsTips for Finding Administrative Assistant Jobs at UT Southwestern Medical Center Jobs
Tailor your resume to UTSW's clinical context
Administrative Assistant roles at UT Southwestern span research labs, patient care units, and academic departments. Align your resume to the specific department you're applying to, using terminology that reflects medical or academic operations rather than general office experience.
Confirm the role qualifies as a specialty occupation
H-1B sponsorship requires the position to meet USCIS's specialty occupation standard. For Administrative Assistant roles, this typically means the job description must require a specific bachelor's degree field, not just any degree. Review the posting carefully before applying.
Identify open roles using Migrate Mate
UT Southwestern regularly posts Administrative Assistant openings across multiple departments. Use Migrate Mate to filter and browse current openings at UTSW that are open to visa sponsorship candidates, so you're targeting roles where sponsorship is already on the table.
Prepare degree equivalency documentation upfront
UT Southwestern is an academic medical institution that scrutinizes educational credentials carefully. If your degree is from a non-U.S. university, get a credential evaluation from a NACES-accredited evaluator before you receive an offer to avoid delays at the petition stage.
Use OPT or CPT strategically while pursuing full sponsorship
If you're currently on F-1 status, starting at UTSW on OPT or CPT gives both you and the employer time to assess fit before committing to H-1B or E-3 sponsorship. Track your OPT end date carefully, since the 60-day grace period leaves little room for petition delays.
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Find Administrative Assistant at UT Southwestern Medical Center JobsFrequently Asked Questions
Does UT Southwestern Medical Center sponsor H-1B visas for Administrative Assistants?
UT Southwestern Medical Center does sponsor H-1B visas, including for Administrative Assistant roles, but the position must qualify as a specialty occupation under USCIS rules. That means the job must require a degree in a specific field, not just any bachelor's degree. Administrative roles tied to research administration, clinical operations, or academic program support are more likely to meet this standard than general clerical positions.
How do I apply for Administrative Assistant jobs at UT Southwestern Medical Center?
Applications for Administrative Assistant roles at UT Southwestern are submitted through the UTSW careers portal. You'll create an account, complete the online application, and attach your resume and any required documents. Migrate Mate is a useful starting point to browse current Administrative Assistant openings at UTSW that are open to visa sponsorship candidates before you apply directly through the hospital's portal.
Which visa types are commonly used for Administrative Assistant roles at UT Southwestern Medical Center?
The most common visa types for Administrative Assistant positions at UT Southwestern are H-1B and E-3 (for Australian citizens). F-1 OPT and CPT are also used for candidates currently studying in the U.S. TN visas are available for Canadian and Mexican nationals in qualifying professional categories. The right visa depends on your nationality, degree field, and the specific responsibilities of the role.
What qualifications does UT Southwestern Medical Center expect for Administrative Assistant roles?
Most Administrative Assistant roles at UTSW require a bachelor's degree, and roles in research or academic departments often expect experience in a medical, scientific, or higher education environment. Strong organizational skills, proficiency with scheduling and document management systems, and familiarity with academic or clinical workflows give your application a clear advantage over candidates from general corporate backgrounds.
How long does the visa sponsorship process take for an Administrative Assistant at UT Southwestern Medical Center?
The timeline depends on visa type. For H-1B, standard USCIS processing runs several months after the April 1 filing date, with an October 1 start date for cap-subject petitions. E-3 consular processing in Australia is generally faster, often completed in a few weeks. UTSW's HR team initiates the Labor Condition Application with the DOL before filing, so plan for at least 30 days of pre-petition preparation regardless of visa type.
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