Administrative Coordinator, Solid Organ Transplant

UTSW; Texas; Hybrid; USD 60,000 - 90,000; Full time

Job summary

UT Southwestern is seeking an Administrative Coordinator to support the Solid Organ Transplant department. You will coordinate calendars, schedule travel, manage HR and financial processes, and support leadership with data, reports, and events.

This role requires outstanding organizational skills, problem solving, and the ability to manage multiple priorities in a large healthcare environment. Training is 100% onsite, with hybrid work after training.

Qualifications

• High School Graduation required.
• 10 years progressively responsible administrative experience in a medical/health care setting.
• May consider higher education completed in lieu of minimum requirements.
• Bachelor’s Degree in Business Administration, Healthcare Administration, or related field preferred.

Responsibilities

• Coordinate and supervise major or very complex projects and policies.
• Supervise clerical and administrative staff and participate in performance reviews.
• Provide data collection, organization, and reporting for projects.
• Develop and deliver presentations; manage budgets and reports using spreadsheets.
• Coordinate leaders’ calendars, travel, and meeting itineraries for leaders and guests.
• Identify operational problems and suggest workflow improvements.

Skills

Calendar management

Travel planning

Communication

Problem solving

Microsoft Office

Education

High School Diploma

Bachelor’s Degree preferred

Tools

Spreadsheet

Word processing

Presentation software

Job description

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
• Learn more about these and other UTSW employee benefits!

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.