Program Coordinator, Ophthalmology

UT Southwestern Medical Center - Dallas, TX

Full-time - Mid Level

Dallas, TX

501-1,000 employees

Hospitals

About the position

The Program Coordinator for the Ophthalmology Department at UT Southwestern is a pivotal role designed to provide essential support to the department chair and ensure the smooth operation of the department. This position encompasses a variety of administrative tasks that are crucial for maintaining the efficiency and effectiveness of departmental functions. The coordinator will be responsible for managing the calendar of the department chair, which includes scheduling appointments, handling calls and messages, and coordinating weekly and monthly meeting agendas and notes. Additionally, the role involves organizing travel and conference logistics, preparing and submitting expense reports, and tracking continuing medical education (CME) credits. The coordinator will also be tasked with updating CVs, transcribing dictation, preparing letters of recommendation, managing medical and membership renewals, and planning and coordinating special events. The ideal candidate for this position will possess exceptional organizational skills and a keen attention to detail, enabling them to manage multiple tasks efficiently. Strong communication skills and a proactive approach are essential for success in this role. The position is 100% on campus, emphasizing the importance of being present and engaged within the department. The Program Coordinator will also have supervisory responsibilities, managing one other staff member, which adds a layer of leadership to the role. This position is not only about administrative support but also about contributing to a dynamic team environment where collaboration and teamwork are valued. If you thrive in a supportive role and enjoy contributing to the success of a team, we encourage you to apply.

Responsibilities

• Provide essential support for the department chair and ensure smooth operation of the department.
• Manage calendar, handle calls and messages, and coordinate meeting agendas and notes.
• Organize travel and conference logistics.
• Prepare and submit expense reports and track CME credits.
• Update CVs and transcribe dictation.
• Prepare letters of recommendation and manage medical and membership renewals.
• Plan and coordinate special events.
• Analyze, coordinate, and evaluate program operations and procedures.
• Develop or oversee the development of the program budget.
• Cultivate and maintain working relationships with internal/external departments and organizations.
• Establish program goals and objectives and direct program evaluation and quality control activities.
• Participate in conferences and present data and program information.
• Ensure compliance with applicable laws, regulations, policies, and procedures.

Requirements

• Bachelor's degree in Business Administration, Health Care Administration, Education/Social Science, or related field.
• At least five (5) years of experience in an appropriate field required.
• Additional years of experience may be considered in lieu of education.
• Exceptional organizational skills and attention to detail.
• Strong communication skills and a proactive approach.

Benefits

• Healthcare coverage
• Paid time off (PTO) and paid holidays
• On-site childcare
• Wage and merit increases
• Career growth and development opportunities