Staffing Operations Coordinator

UT Southwestern Medical Center; Dallas (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

UT Southwestern Medical Center is seeking a staff coordinator to support workforce planning, recruitment, onboarding, and staffing coordination across multiple hospital, clinic, and ambulatory locations.

The role liaises with Human Resources, Talent Acquisition, Payroll, and department leadership to optimize staffing and ensure operational readiness.

Qualifications

• Bachelor's degree in a related field; healthcare experience preferred.
• Minimum 3 years in healthcare operations or HR-adjacent roles.

Responsibilities

• Support workforce planning and staffing for Guest & Patient Services.
• Coordinate recruitment, onboarding, and interviews for department roles.
• Maintain staffing reports, headcount data, and position control requests.

Skills

Healthcare operations

Workforce administration

Staffing coordination

Human resources

Patient services

Education

Bachelor's Degree in Business Administration

Tools

PeopleSoft

Kronos/UKG

Position Control

Recruitment systems

Workforce analytics

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!

JOB SUMMARY

Works under moderate supervision to provide complex operational and administrative support for workforce planning, recruitment, onboarding, staffing coordination, and employee lifecycle management on behalf of Guest & Patient Services. Serves as a liaison between department leadership, Human Resources, Talent Acquisition, Payroll, and organizational stakeholders to support staffing initiatives, operational readiness, and workforce optimization across multiple hospital, clinic, and ambulatory locations.

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

• Bachelor's Degree in Business Administration, Human Resources, Healthcare Administration, Public Administration, or related field.
• Relevant experience may be considered in lieu of education.

Experience

• 3 years of experience in healthcare operations, workforce administration, staffing coordination, human resources, patient services, or related field. Experience coordinating recruitment, onboarding, scheduling, workforce planning, or employee administration activities.

Preferred Experience

• Experience working within a healthcare system or academic medical center. Experience with PeopleSoft, Kronos/UKG, Position Control, recruitment systems, workforce analytics, or staffing management tools. Experience supporting multi-site operations.

JOB DUTIES Workforce Planning & Staffing Operations

• Maintains a dedicated partnership with Human Resources, Talent Acquisition, Compensation, and Position Control to support departmental staffing needs.
• Monitors vacancies, turnover trends, position control actions, and staffing metrics to ensure optimal workforce coverage.
• Coordinates recruitment activities for Guest & Patient Services roles, including Patient Service Representatives, Lead Patient Service Representatives, Senior Patient Service Representatives, Supervisors, Managers, and other departmental positions.
• Assists leadership with workforce planning, succession planning, and organizational staffing strategies.
• Tracks requisition status and proactively identifies barriers impacting hiring timelines.
• Completes and manages position control requests, organizational chart updates, and personnel transactions.
• Maintains workforce reports, vacancy tracking tools, staffing rosters, and headcount data.
• Assists leadership with staffing projections, budgeted position monitoring, and operational workforce analyses.

Recruitment Operations

• Reviews applicant pools and collaborates with hiring managers to support candidate selection activities.
• Conducts initial candidate screenings and coordinates interviews on behalf of departmental leadership.
• Schedules and coordinates interview panels, hiring events, and recruitment outreach efforts.
• Participates in interview processes and provides hiring recommendations based on organizational needs and candidate qualifications.
• Maintains working knowledge of UTSW recruitment policies, employment practices, and hiring procedures.
• Coordinates candidate communications throughout the recruitment lifecycle.

Onboarding & New Hire Experience

• Serves as primary onboarding coordinator for new employees entering Guest & Patient Services.
• Coordinates all pre-employment and onboarding communications to ensure a positive new hire experience.
• Facilitates scheduling of orientation, departmental onboarding, and training activities.
• Coordinates requests for system access, badges, equipment, lockers, uniforms, parking, and other operational resources.
• Acts as a liaison for new employees during their onboarding period to ensure successful integration into dep