Department Chair Coordinator, Emergency Medicine

 Why UT Southwestern? 

With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. At UT Southwestern, we invest in you with opportunities for career growth and development that align with your future goals and help to provide security for you and your family. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more that are all available on the day you start work. UT Southwestern is honored to be a Veteran Friendly work environment that is home to approximately 800 veterans.  We value your integrity, dedication, and the commitment you’ve made to our country.  We’re proud to support your next mission.  Ranked by Forbes as one of the Top 10 National Employers, we invite you to be a part of the UT Southwestern team where you’ll discover teamwork, professionalism, and consistent opportunities for growth.   

Job Summary 

UT Southwestern Medical Center is hiring for a Department Chair Coordinator – Emergency Medicine.

•      Provide comprehensive administrative support to Department Chair, Executive Vice Chair, two Medical Directors, and Department Administrator including, but not limited to:
•       Manage calendars and schedule meetings
•              Coordinate travel
•         Process and track reimbursements for memberships, license renewals, business functions, travel, etc.
•         Manage CV updates and bios throughout the year as articles are published, lectures given, and committees/boards are joined
• Assist Department Chair in planning and preparation for department meetings, retreats, etc., organize agendas, and transcribe meeting minutes.
•  Coordinate faculty recruitment candidate interviews.
•   Track Department Chair’s endowment expenditures.
• Prepare documents including letters, memos, and meeting materials for signature by the Department Chair. Document preparation may be of a moderately complex nature, requiring knowledge of various software programs.
• Assist Department Chair with preparation of scientific manuscripts and materials from drafts through final submission to scientific journals and professional organizations. 
• Assist Department Chair with multi-media presentations. Under the direction of the Department Chair, develops slides from content derived from researching institutional data and academic and scientific journals. 
• Organize and schedule monthly Staff Meetings.
• Attend trainings as needed to keep up to date with policies, processes, and procedures of the institution.

 **First 90 days will be 100% on site and then transition to hybrid – in office Tuesday, Wednesday and Thursday**

Experience and Education 

• High School diploma, or equivalent, and at least six (6) years administrative experience are required
• Bachelor’s degree and experience working with top organizational directors/administrators preferred

Job Competencies: 

• Ability to communicate effectively, both in writing and orally.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the university.
• Exceptional customer service skills.
• Positive attitude and flexibility to function within a cross-functional team.
• Demonstrated ability to exercise independent judgment; identify and resolve problems or escalate appropriately.
• Intermediate to high proficiency with Microsoft products (Word, Excel, Outlook, Teams, SharePoint, and PowerPoint) 
• Ability to work independently, multi-task, and prioritize.
• Excellent organization and time management skills.
• Skilled in document management (creation, organization, maintenance, and dissemination).
• Acute attention to detail and follow-up required, along with the ability to move from one task/duty to another without errors despite frequent interruptions.
• Ability to provide administrative support for multiple individuals.
• Ability to be flexible and adjust quickly to shifting demands.
• Ability to meet multiple deadlines and complete tasks in a timely manner.
• Ability to complete repetitive tasks with high accuracy and minimal errors.
• Exercise judgment and independent initiative; handle time sensitive matters that require concise problem solving and confidentiality.
• Demonstrated ability to exercise strict confidentiality.

 Job Duties 

• Provides comprehensive administrative support to the Chair of a Department, and may support other top-level Departmental Managers/Directors. Monitors and maintains Chair’s calendar, coordinating schedule changes as needed.
• Prepares documents including letters, memos, policy papers, reports, and meeting materials for signature by the Chair. Document preparation may be of a moderately complex nature, requiring knowledge of various software programs. Distributes copies to appropriate internal and external individuals and/or organizations.
• May provide editorial assistance to the Chair in his/her role as editor of scientific textbooks, pamphlets, or papers. Performs transcriptions of Chair’s dictated letters and other writing. Assists with library searches as needed.
• Assists Chair with preparation of scientific manuscripts and materials from drafts through final submission to scientific journals and professional organizations. Coordinates correspondence among authors of scientific submissions, as necessary. Coordinates distribution of material between authors.
• Assists Chair with multi-media presentations. Under the direction of the Department Chair, develops slides from content derived from researching institutional data and academic and scientific journals. Creates presentation slides and maintains slide library for President.
• Coordinates travel arrangements for Chair. Enters appropriate travel documents into electronic “Travel” file for PeopleSoft documentation. Prepares travel folder/packet for each trip.
• Responsible for maintaining Chair’s memberships in professional societies. Ensures Chair’s medical credentials are current and submits renewals as required.
• Tracks and processes reimbursements for memberships, license renewals, business functions/travel, etc.
• Assists Department Administrator or other top-level manager(s) with special annual projects.
• Updates Chair’s CVs and bio annually, and maintains throughout the year as articles are published, lectures given, and committees/boards are joined.

To learn more about the benefits UT Southwestern offers, visit https://www.utsouthwestern.edu/employees/hr-resources/ 

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