Division Coordinator - SY - Department Administration

Job Summary

UT Southwestern has an opening for the position of Division Coordinator in the SY- Department Administration.

Candidate will provide guidance to all divisions in Surgery by coordinating with Department Administration, regarding departmental resources and clinical operations. Assist with project management and collaborate with internal resources regarding division educational programs office and clinical space for incoming faculty and staff. Candidate will ensure policies and procedures are followed, assist with personnel, recruitment efforts. Provide guidance and oversight for clinical operations, onboarding of divisional staff, review budgets, review process for expense and monthly account balances. Enforce best practices to ensure operational efficiency.

Experience/Education Required:

• Bachelor's degree in Business Administration, Healthcare Administration, or directly related field and four (4) years related experience, including a minimum of 2 years of supervisory experience.

Job Duties:

• Serves as the administrator for a small-mid-sized clinical or basic science division of a department, and reports to department administration.
• Manages daily operations of the division by coordinating effectively with department administration, as well as other parts of the institution.
• Implements departmental policies and procedures while directly administering daily activities to include personnel administration, recruitment, academic/educational appointments and grant and/or financial management.
• Provides a high level of service to all internal and external customers.
• May also include operational oversight of both clinical and bench research and/or patient care clinics and clinical laboratories.
• In collaboration with department administration, as well as the Office of Human Resources, administers human resource activities to include coordinating the recruitment, appointment, credentialing, international visas, promotion and tenure actions and evaluation of educational appointees, staff and faculty.
• Responsible for ensuring effective onboarding and orientation of all new faculty and staff, within established departmental guidelines.
• May supervise division administrative, research, education, and/or accounting staff within a matrix-reporting environment.
• In collaboration with department administration, prepares and administers budgets for the division and its related programs, including expense and income tracking, and monthly account balances. May be responsible for creation of required budgetary and financial reports, as well as oversight of division accounting activities.
• May serve as the primary liaison for business activities within the division. Demonstrates commitment to improving service and product quality for internal and external customers. In collaboration with department administration, designs systems and processes which enhance efficiency and effectiveness of internal controls and ensure the integrity of the division.
• May coordinate and assist in the preparation of grant proposals and contractual agreements and associated budgets; ensure the timely submission of proposals or agreements, which meet institutional or departmental mandates.
• May assist in long-range planning for divisional research program growth and changes in research priorities. May also develop and implement research budgets, and provide oversight of post award reporting requirements.
• Interfaces with Information Resources to resolve computer hardware and software problems. May recommend and oversee the installation of new software packages.
• Within departmental guidelines, provides administrative oversight for division education programs for students, residents, and fellows, including recruitment, orientation, training, records management as well as continuing education for faculty members.
• Coordinates the division's physical resource utilization, including space planning, budget and inventory control, purchasing and utilization of department/division resources. May provide project management oversight in the setup and establishment of new laboratories, offices or clinical space for incoming faculty.
• Performs other duties as assigned.

Knowledge, Skills & Abilities:

• Ability to manage and direct staff.
• Ability to monitor and maintain budget.
• Ability to ensure adherence to policies and procedures of university such as FLSA, salary guidelines, accounting regulations, and internal controls policy.
• Ability to communicate effectively with various levels of internal and external contacts.
• Excellent interpersonal and teamwork skills.
• Excellent organizational and project management skills.

Working Conditions:

• Work is performed primarily in an office area.

Security:

This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.

Equal Opportunity Statement:

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. To learn more, please visit: https://jobs.utsouthwestern.edu/why-work-here/diversity-inclusion/.