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Full-time ONSITE Job Summary UT Southwestern Medical Center is hiring for a Department Chair Coordinator - Orthopaedic Surgery. * · Provide comprehensive administrative support to Department Chair and Department Administrator including, but not limited to: * · Manage calendars and schedule meetings * · Coordinate travel * · Process and track reimbursements for memberships, license renewals, business functions, travel, etc * · Manage CV updates and bios throughout the year as articles are published, lectures given, and committees/boards are joined * · Assist Department Chair in planning and preparation for department meetings, retreats, etc., organize agendas, and transcribe meeting minutes * · Track Department Chair's endowment expenditures * · Prepare documents including letters, memos, and meeting materials for signature by the Department Chair * · Document preparation may be of a moderately complex nature, requiring knowledge of various software programs * · Assist Department Chair with preparation of scientific manuscripts and materials from drafts through final submission to scientific journals and professional organizations * · Assist Department Chair with multi-media presentations * · Under the direction of the Department Chair, develops slides from content derived from researching institutional data and academic and scientific journals * · Organize and schedule monthly Staff Meetings * · Attend trainings as needed to keep up to date with policies, processes, and procedures of the institution * · *First 6 months will be 100% on site and then transition to hybrid - in office schedule under the discretion of Chair availability and manager approval. * · Provides comprehensive administrative support to the Chair of Orthopaedic Surgery, and may support other top-level Vice Chairs, Departmental Managers/Directors * · Monitors and maintains Chair's calendar, coordinating schedule changes as needed * · Prepares documents including letters, memos, policy papers, reports, and meeting materials for signature by the Chair * · Document preparation may be of a moderately complex nature, requiring knowledge of various software programs * · Distributes copies to appropriate internal and external individuals and/or organizations * · May provide editorial assistance to the Chair in his/her role as editor of scientific textbooks, pamphlets, or papers * · Performs transcriptions of Chair's dictated letters and other writing * · Assists with library searches as needed * · Assists Chair with preparation of scientific manuscripts and materials from drafts through final submission to scientific journals and professional organizations * · Coordinates correspondence among authors of scientific submissions, as necessary * · Assists Chair with multi-media presentations * · Under the direction of the Department Chair, develops slides from content derived from researching institutional data and academic and scientific journals * · Creates presentation slides and maintains slide library for President * · Coordinates travel arrangements for Chair * · Enters appropriate travel documents into electronic "Travel" file for PeopleSoft documentation * · Prepares travel folder/packet for each trip * · Responsible for maintaining Chair's memberships in professional societies * · Ensures Chair's medical credentials are current and submits renewals as required * · Tracks and processes reimbursements for memberships, license renewals, business functions/travel, etc * · Assists Department Administrator or other top-level manager(s) with special annual projects * · Updates Chair's CVs and bio annually, and maintains throughout the year as articles are published, lectures given, and committees/boards are joined * · Other duties assigned by Chair or Manager 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 * Project Management experience helpful * Experience taking minutes preferred Job Competencies: * Ability to communicate effectively, both in writing and orally. * Ability to establish and maintain effective working relationships with employees at all levels throughout the university. * Exceptional customer service skills. * Positive attitude and flexibility to function within a cross-functional team. * Demonstrated ability to exercise independent judgment; identify and resolve problems or escalate appropriately. * Intermediate to high proficiency with Microsoft products (Word, Excel, Outlook, Teams, SharePoint, and PowerPoint) * Ability to work independently, multi-task, and prioritize. * Excellent organization and time management skills. * Skilled in document management (creation, organization, maintenance, and dissemination). * Acute attention to detail and follow-up required, along with the ability to move from one task/duty to another without errors despite frequent interruptions. * Ability to provide administrative support for multiple individuals. * Ability to be flexible and adjust quickly to shifting demands. * Ability to meet multiple deadlines and complete tasks in a timely manner. * Ability to complete repetitive tasks with high accuracy and minimal errors. * Exercise judgment and independent initiative; handle time sensitive matters that require concise problem solving and confidentiality. * Demonstrated ability to exercise strict confidentiality. Job Duties * Provides comprehensive administrative support to the Chair of a Department, and may support other top-level Departmental Managers/Directors. Monitors and maintains Chair's calendar, coordinating schedule changes as needed. * Prepares documents including letters, memos, policy papers, reports, and meeting materials for signature by the Chair. Document preparation may be of a moderately complex nature, requiring knowledge of various software programs. Distributes copies to appropriate internal and external individuals and/or organizations. * May provide editorial assistance to the Chair in his/her role as editor of scientific textbooks, pamphlets, or papers. Performs transcriptions of Chair's dictated letters and other writing. Assists with library searches as needed. * Assists Chair with preparation of scientific manuscripts and materials from drafts through final submission to scientific journals and professional organizations. Coordinates correspondence among authors of scientific submissions, as necessary. Coordinates distribution of material between authors. * Assists Chair with multi-media presentations. Under the direction of the Department Chair, develops slides from content derived from researching institutional data and academic and scientific journals. Creates presentation slides and maintains slide library for President. * Coordinates travel arrangements for Chair. Enters appropriate travel documents into electronic "Travel" file for PeopleSoft documentation. Prepares travel folder/packet for each trip. * Responsible for maintaining Chair's memberships in professional societies. Ensures Chair's medical credentials are current and submits renewals as required. * Tracks and processes reimbursements for memberships, license renewals, business functions/travel, etc. * Assists Department Administrator or other top-level manager(s) with special annual projects. * Updates Chair's CVs and bio annually, and maintains throughout the year as articles are published, lectures given, and committees/boards are joined. 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. 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!