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

Children’s Medical Center Research Institute at UT Southwestern (CRI) is a joint venture established in 2011 to build upon the scientific excellence of UT Southwestern Medical Center and the clinical expertise of Children’s Medical Center. CRI’s mission is to perform transformative biomedical research to better understand the biological basis of disease, seeking breakthroughs that can yield new strategies for treating disease. CRI is creating interdisciplinary groups of scientists and physicians to pursue research at the interface of regenerative medicine, cancer biology, and metabolism, fields that hold uncommon potential for advancing science and medicine.

We are seeking an Administrative Coordinator to support the Director and his laboratory. The Administrative Coordinator must be able to independently and accurately organize the Director’s schedule, complete complex administrative tasks, and interface well with the public, university and hospital leaders, and peers. We are looking for an energetic, detail oriented, organized, and analytical individual with sound judgement. Successful candidates will be self-starters who are able to contribute to the efficient use of the Director’s time and help ensure that the Director’s laboratory and CRI are well run.

THIS ROLE IS PART-TIME WORKING APPROXIMATELY 24 HOURS A WEEK

Essential Duties and Responsibilities

·        Maintain the professional calendar for the Director.  Schedule appointments and meetings with lab staff, university faculty, students, media, external professionals, and administration. 

·        Coordinate complex travel for the Director and laboratory staff. Prepare expense reports and maintain detailed expense records. Reconcile and pay invoices and charge cards.

·        Coordinate with development and communications staff to organize VIP visits/meetings and CRI events. 

·        Organize job searches for faculty or postdoctoral candidates. Coordinate the scheduling and logistics for faculty or postdoctoral candidate interviews.  Assist with the onboarding of new laboratory employees.

·        Assist with the administrative aspects of personnel management which may include processing timesheets. Ensure compliance with administrative, human resources, and department policies and procedures.

·        Prepare correspondence and reports requiring some understanding of technical matters. Respond to routine and non-routine inquiries using standardized policies and procedures.  Update and maintain documents pertaining to the laboratory including travel and lab meeting schedules.

·        Provide administrative support for grants. Maintain budgets and financial records.

·        Performs other administrative duties and special projects as required.

Ideal qualifications include:

·        Bachelor’s degree with high achievement. Master’s degree preferred.

·        Five to seven years of administrative or other relevant experience, particularly in support of an executive

·        Excellent written and oral skills

·        Detailed oriented and the ability to multi-task with accuracy in a busy and complex environment

·        Energetic self-starter and critical thinker

·        Thoughtful approach to problem solving and the ability to independently resolve conflicts in schedules

·        Skilled in Microsoft Outlook, Word, Excel and PowerPoint

·        Knowledge and experience with budgets and maintaining financial records

·        Ability to recognize and safeguard confidential information

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

• Experience
  10 years of progressively responsible administrative experience in business, medical, scientific, or health care environment.
  May consider higher education completed in lieu of minimum requirements.

JOB DUTIES

• Coordinates and supervises major or very complex programs, 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.
• 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.
• Performs 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. To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 113.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

EEO 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.