Chairman's Office Coordinator, Dermatology

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Job Summary

UT Southwestern Medical Center is hiring for Chairman's Office Coordinator, Dermatology

The coordinator will support the functions of the Chairman and Department Administrator including executive calendar management and meeting triage, travel support, manuscript and abstract submission, assist with letters of recommendation for faculty, grants, residents, students, and dermatology community leaders. Coordinate workgroup and committee meetings. Updates and maintains departmental webpages, coordinates a quarterly newsletter for the department, acts as the point of contact for social media pages. Assist with grant and contract submissions on an ad hoc basis. Coordinate visits from the Dean and university leaders to the department. Coordinate faculty retreats and other special projects.

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 Duties

The candidate will be performing the following duties:

•  Chairman's Office - Support the functions of the Chairman and Department Administrator including executive calendar management and meeting triage, travel support, manuscript and abstract submission, assist with letters of recommendation for faculty, grants, residents, students, and dermatology community leaders. Support Chairman conflict of interest reporting and requirements for external contract submission relevant to clinical trials and industry interactions. Coordinate record retention efforts for Chairman. Manage chairman's license renewal, credentialing, membership dues, etc. Coordinate workgroup and committee meetings. Coordinate supply inventory and equipment maintenance, oversee paging service contract and review monthly invoices, coordinate Adobe licenses for department.
• Faculty Recruitment and Retention - Oversees interview itinerary and travel arrangements for faculty candidates. Coordinate department events ie. alumni event at American Academy of Dermatology meeting, holiday party annually. Coordinate faculty leave requests. Oversee faculty on call schedule. Act as My Time Coordinator for faculty time management.
• Financial - Act as level one approver in PeopleSoft for financial transactions. Serve as department grant review approver as needed. Coordinate vendor presentation/product review, customer surveys, cost/benefit analysis, and vendor/contract selection. Track recruitment costs for faculty candidates. Reconcile expenses for Chairman's office. Assists with annual budget. Track educational allowance expenses and endowment expenses. Assist with annual reports.
• Webpage and Social Media Coordinator - Updates and maintains departmental webpages, coordinates a quarterly newsletter for the department, acts as the point of contact for social media pages. Works with other departments and outside consultants on presentation and content of webpages and social media accounts. Acts as a resource to faculty and staff within the department. Coordinates Chairman approval of requested changes. Ensures the department is in compliance with university guidelines and policies.
• Lectureships - Coordinate annual Fox and Gilliam lectureships with Dallas/Ft. Worth Dermatology Society to include travel, honorarium, event brochures, plaque, speaker itinerary, and catering if needed.
• Special Projects - Assist with grant and contract submissions on an ad hoc basis. Coordinate visits from the Dean and university leaders to the department. May coordinate faculty retreats and other special projects as needed.

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.

To learn more, please visit: https://jobs.utsouthwestern.edu/why-work-here/diversity-inclusion