Division Coordinator - Cardiovascular & Thoracic Surgery

Job Description

Serves as administrator on cardiac surgery division operations: faculty affairs, credentialing, international visas, promotion and tenure, staff recruitment, backup support to all faculty and faculty associates

Manages daily operations of the division by coordinating effectively with department administration, as well as other parts of the institution.

Implements policies and procedures while directly administering daily activities to include personnel administration.

Provides a high level of service to all internal and external customers.

Responsible for ensuring effective onboarding and orientation of all new faculty and staff, within established departmental guidelines. \n\nSupervise division administrative within a matrix-reporting environment.

Administers budgets for the division including expense and income tracking and monthly account balances.

Serve as primary liaison for business activities within the division.\n\nPerforms other duties as assigned.  

Experience and Education

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; additional progressively responsibile related experience may be allowed on a year for year basis in lieu of degree, for a total of eight (8) years of related 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.  

Security

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

Salary

Salary Negotiable

UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of: race; color; religion; national origin; sex; including sexual harassment; age; disability; genetic information; citizenship status; and protected veteran status. In addition, it is UT Southwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.