Administrative Assistant Jobs at UT Southwestern Medical Center with Visa Sponsorship
Administrative Assistant jobs at UT Southwestern Medical Center are available across its clinical, research, and academic departments, with 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 No. 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!
This role will be 100% onsite for training, hybrid after training
JOB SUMMARY
Works under minimal direction to provide coordination and supervision of major and very complex activities, programs, functions, or projects for large office, department, or division.
The Administrative Coordinator is a key member of the Solid Organ Transplant team, providing comprehensive administrative and operational support to department leadership. The position coordinates critical functions across meeting and calendar management, travel, human resources, financial processes, departmental events, and administrative operations. We are seeking a highly organized and resourceful professional who enjoys solving problems, coordinating complex activities, and supporting both leaders and teams.
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
EXPERIENCE AND EDUCATION
Required
Education
High School Graduation
Experience
10 years Progressively responsible administrative experience in business, medical, scientific, or health care environment
May consider higher education completed in lieu of minimum requirements.
Preferred
Education
Bachelor’s Degree in Business Administration, Healthcare Administration, or directly related field preferred
Experience
2 years of supervisory experience
JOB DUTIES
- Coordinates and supervises major or very complex projects, activities and special functions, including establishing, reviewing, and revising policies and procedures; supervises clerical and administrative employees working on program, activity, or special function; interprets policies and procedures; ensures timely and efficient operations to accomplish objectives
- Supervises/trains clerical and administrative employees. Provides input to their performance appraisals, and makes recommendations regarding personnel actions.
- Provides professional support on special projects, which may include tasks such as: collection, organization, and analysis of relevant data, preparation of time lines, and writing reports.
- Develops and delivers special presentations. Coordinates budget for activity, program, or project following appropriate accounting practices and procedures to ensure all work of activity or program is within budget; prepares and submits reports using spreadsheet and word processing software as required.
- Coordinates leader(s)’ daily calendar and schedule; triages phone calls from colleagues, patients, visitors, and vendors. Makes travel arrangements; plans meeting itineraries, etc. for leaders, outside visitors, and official guests. Completes all activities related to travel reports (compilation and submission for departmental leaders; approval and follow-up for all University Hospital personnel and some physicians). Identifies operational problems and provides suggested solutions. Reviews departmental policies, manuals, organization charts, etc. periodically and provides input and suggestions to update and improve policies and procedures related to workflow and effectiveness.
- Performs other duties as assigned.
Knowledge, Skills and Abilities
- Good general health and stress coping ability.
- Work requires ability to use common office equipment such as computer, copier, phone, fax, etc.
- Work requires excellent verbal, written communication and problem-solving skills.
- Work requires extensive experience with spreadsheet, word processing, and graphic skills.
- Working knowledge of computer systems.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS
Physical Requirements
- Bending/Leaning Over
- Standing
- Stooping
- Walking
Working Conditions
- Clinical Setting
- Hospital Setting
Salary Information
Salary is commensurate with education, skills, and relevant experience.
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 No. 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!
This role will be 100% onsite for training, hybrid after training
JOB SUMMARY
Works under minimal direction to provide coordination and supervision of major and very complex activities, programs, functions, or projects for large office, department, or division.
The Administrative Coordinator is a key member of the Solid Organ Transplant team, providing comprehensive administrative and operational support to department leadership. The position coordinates critical functions across meeting and calendar management, travel, human resources, financial processes, departmental events, and administrative operations. We are seeking a highly organized and resourceful professional who enjoys solving problems, coordinating complex activities, and supporting both leaders and teams.
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
EXPERIENCE AND EDUCATION
Required
Education
High School Graduation
Experience
10 years Progressively responsible administrative experience in business, medical, scientific, or health care environment
May consider higher education completed in lieu of minimum requirements.
Preferred
Education
Bachelor’s Degree in Business Administration, Healthcare Administration, or directly related field preferred
Experience
2 years of supervisory experience
JOB DUTIES
- Coordinates and supervises major or very complex projects, activities and special functions, including establishing, reviewing, and revising policies and procedures; supervises clerical and administrative employees working on program, activity, or special function; interprets policies and procedures; ensures timely and efficient operations to accomplish objectives
- Supervises/trains clerical and administrative employees. Provides input to their performance appraisals, and makes recommendations regarding personnel actions.
- Provides professional support on special projects, which may include tasks such as: collection, organization, and analysis of relevant data, preparation of time lines, and writing reports.
- Develops and delivers special presentations. Coordinates budget for activity, program, or project following appropriate accounting practices and procedures to ensure all work of activity or program is within budget; prepares and submits reports using spreadsheet and word processing software as required.
- Coordinates leader(s)’ daily calendar and schedule; triages phone calls from colleagues, patients, visitors, and vendors. Makes travel arrangements; plans meeting itineraries, etc. for leaders, outside visitors, and official guests. Completes all activities related to travel reports (compilation and submission for departmental leaders; approval and follow-up for all University Hospital personnel and some physicians). Identifies operational problems and provides suggested solutions. Reviews departmental policies, manuals, organization charts, etc. periodically and provides input and suggestions to update and improve policies and procedures related to workflow and effectiveness.
- Performs other duties as assigned.
Knowledge, Skills and Abilities
- Good general health and stress coping ability.
- Work requires ability to use common office equipment such as computer, copier, phone, fax, etc.
- Work requires excellent verbal, written communication and problem-solving skills.
- Work requires extensive experience with spreadsheet, word processing, and graphic skills.
- Working knowledge of computer systems.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS
Physical Requirements
- Bending/Leaning Over
- Standing
- Stooping
- Walking
Working Conditions
- Clinical Setting
- Hospital Setting
Salary Information
Salary is commensurate with education, skills, and relevant experience.
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.
Tips for Finding Administrative Assistant Jobs at UT Southwestern Medical Center
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.
Ask about LCA filing timelines during the offer stage
Before your H-1B or E-3 start date, UTSW's HR team must file a Labor Condition Application with the DOL. Ask early in the offer process when they plan to initiate this, since LCA certification must precede any USCIS petition filing.
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.
Frequently 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 visa (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.