Division Operations Administrator, Internal Medicine

Division Operations Coordinator, Internal Medicine Department

Why UT Southwestern Medical Center?

With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. At UT Southwestern, we invest in you with opportunities for career growth and development that align with your future goals and help to provide security for you and your family. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more that are all available on the day you start work. UT Southwestern is honored to be a Veteran Friendly work environment that is home to approximately 800 veterans. We value your integrity, dedication, and the commitment you've made to our country. We're proud to support your next mission. Ranked by Forbes as one of the Top 10 National Employers, we invite you to be a part of the UT Southwestern team where you'll discover teamwork, professionalism, and consistent opportunities for growth.

Departmental Job Description

This position will be responsible for providing direct oversight for the Hematology and Oncology division within Internal Medicine. The role includes managing day-to-day operations across administration, finance, research, employee relations, faculty recruitment and the education enterprise. Additionally, the role involves leading strategic planning, budget preparation, monthly financial review, total professional effort, and facilities management. The ideal candidate will be a self-motivated, strong leader with expertise in health care, clinical operations, and academic institutions. They must be an effective communicator, both written and verbal, able to collaborate with physician leaders on various topics, and skilled at coaching employees and streamlining processes. Attention to detail, prior leadership experience, and knowledge of finance and clinical effort are essential for this role.

Experience and Education

Bachelor's degree in Business Administration, Healthcare Administration, or directly related field and six (6) years related experience, including a minimum of two (2) years of supervisory experience required; additional progressively responsible related experience may be allowed on a year for year basis in lieu of degree, for a total of ten (10) years of related experience.

Job Duties

• Serves as the administrator for a large clinical division or multiple divisions of a department and reports to the top manager for the department administration.
• Manages daily operations of the division(s) by coordinating effectively with Department Administration, as well as other parts of the institution and establishing effective working relationships with organizational peers. Implements departmental policies and procedures while directly administering activities to include personnel administration, recruitment, academic/educational appointments and grant and/or financial management.
• May also include operational oversight of both clinical and bench research and/or patient care clinics and clinical laboratories.
• Responsible for administrative, financial, and clinical or research-oriented operations within a large division.
• Division must meet at least two of the following criteria: overall division budget exceeds $15M; total division FTE count exceeds 100; total division faculty FTE exceeds 50. 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.
• Supervises division administrative and/or accounting support staff. May also supervise billing and/or clinic managers or supervisors.
• 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 division 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 spacefor 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.

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.