Administrative Coordinator, Clinical Laboratory Services

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.

About the role

The Administrative Coordinator provides high-level administrative, operational, and project coordination support to the Associate Vice President (AVP) of Laboratory Services and laboratory leadership. This position serves as a key liaison between laboratory leadership, hospital administration, physicians, clinical departments, vendors, and other stakeholders. The coordinator manages complex calendars and meetings, prepares reports and presentations, and maintains confidential departmental information. The position requires exceptional organization, communication, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Responsibilities

• Executive & Administrative Support
  • Manage the AVP’s calendar, meetings, appointments, and competing priorities.
  • Coordinate internal and external meetings with executives, laboratory leaders, physicians, vendors, and other stakeholders.
  • Coordinate travel, conferences, registrations, and expense documentation as needed.
  • Maintain confidential administrative, personnel, and operational information.
  • Serve as a professional point of contact for the AVP’s office.
  • Anticipate administrative needs and proactively address issues and priorities.
• Laboratory Operations & Leadership Support
  • Coordinate communications and meetings with laboratory directors, managers, supervisors, physicians, and hospital departments.
  • Support laboratory leadership meetings, operational reviews, leadership rounding, and special initiatives.
  • Maintain organizational charts, leadership contact lists, distribution lists, and departmental records.
• Project & Committee Coordination
  • Coordinate multidisciplinary and laboratory leadership committees.
  • Track invoices, purchase orders, purchasing requests, and related documentation.
  • Coordinate vendor meetings, demonstrations, and communications.
  • Coordinate interviews, candidate schedules, and onboarding activities.
  • Support employee recognition, departmental events, and leadership activities.
• Additional Duties
  • Coordinates and supervises major or very complex projects, activities, and special functions, including establishing, reviewing, and revising policies and procedures; supervises clerical and administrative employees working on program, activity, or special function; interprets policies and procedures; ensures timely and efficient operations to accomplish objectives.
  • Supervises/trains clerical and administrative employees. Provides input to their performance appraisals, and makes recommendations regarding personnel actions.
  • Provides professional support on special projects, which may include tasks such as: collection, organization, and analysis of relevant data, preparation of time lines, and writing reports.
  • Develops and delivers special presentations.
  • Coordinates budget for activity, program, or project following appropriate accounting practices and procedures to ensure all work of activity or program is within budget; prepares and submits reports using spreadsheet and word processing software as required.
  • Coordinates leader(s)' daily calendar and schedule; triages phone calls from colleagues, patients, visitors, and vendors. Makes travel arrangements; plans meeting itineraries, etc. for leaders, outside visitors, and official guests. Completes all activities related to travel reports (compilation and submission for departmental leaders; approval and follow-up for all University Hospital personnel and some physicians).
  • Identifies operational problems and provides suggested solutions. Reviews departmental policies, manuals, organization charts, etc. periodically and provides input and suggestions to update and improve policies and procedures related to workflow and effectiveness.
  • Performs other duties as assigned.

Requirements

• Education
  • High School Graduation
• Experience
  • 10 years progressively responsible administrative experience in business, medical, scientific, or health care environment.
  • May consider higher education completed in lieu of minimum requirements.

Preferred Qualifications

• Education
  • Bachelor's Degree in Business Administration, Healthcare Administration, or directly related field preferred.
• Experience
  • 2 years of supervisory experience.

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.

Schedule

• Full-time
• Day shift

Primary work location: Texas-Dallas-5323 Harry Hines Blvd