Biomedical Engineering Chair Coordinator

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 number 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
Provides administrative support to the Biomedical Engineering Department Chair and top-level Departmental Management in the performance of a variety of complex responsibilities.

Key Responsibilities:

• Coordinate the Biomedical Engineering (BME) Department Seminar Series, including scheduling, communication, and logistics.
• Organize high-profile events such as the David Shui-Wau Kam Family Lectureship and the North Texas BME Symposium.
• Curate and update digital signage content for the Chair's conference room using Breeze Software and Canva.
• Facilitate the faculty evaluation process by scheduling meetings and collecting necessary signatures on behalf of the Chair.
• Maintain and regularly update the Department Chair's CV using EndNote and the USPTO patent database.
• Manage the preparation and routing of documents for signature via DocuSign.
• Draft letters of recommendation and support for faculty, fellows, and students, ensuring timely review and signature.
• Coordinate all travel arrangements for the Chair, including travel authorizations, booking, itineraries, and reimbursement processing.
• Oversee and maintain the Department Chair's complex calendar, including meeting scheduling and adding key deadlines.
• Manage email inbox by triaging messages, prioritizing requests, and facilitating timely responses.
• Support faculty recruitment efforts by organizing faculty feedback on candidates and assisting with follow-up actions in the recruitment process.
• Provide a detailed daily schedule to the Chair and assist in keeping meetings on time, including use of visual time cues.
• Conduct weekly one-on-one meetings with the Chair to ensure alignment, calendar updates, and workflow planning.
• Order plaques, recognition items, and holiday gifts on behalf of the department as needed.
• Maintain and stock the Chair's suite with snacks, coffee, and tea+ to ensure a welcoming environment.
• Continuously seek and implement strategies to enhance operational efficiency and effectiveness.

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
  High School Diploma Or equivalent or

• Experience
  6 years Administrative experience with High School Diploma/equivalent or

Preferred

• Education
  Bachelor's Degree

• Experience
  Experience working with top organizational directors/administrators with Bachelor's Degree.

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.
• Performs other duties as assigned.

SECURITY AND EEO STATEMENT
Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information. To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 113.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

EEO Statement
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.

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!