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
Works under supervision to coordinate and manage administration of student affair programs of department. 

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
  Bachelor’s Degree In related field 
   

• Experience
  10 years related experience working in a busy environment 
   

JOB DUTIES

·        Manages all aspects of administrative and business functions of Office of Associate Deans for Student Affairs dealing with medical students, graduates, potential applicants, and campus departments. Supervises administrative clerical staff – establishing goals/objectives, setting agendas for weekly staff meetings, managing workflow of maximum efficiency, evaluating work process, preparing annual performance evaluations, and determining work priorities. Conducts team development clarifies expectations for onboarding, cross-training, and coaching within the team. 

·        Project management: oversees office projects (timelines, stakeholders, status updates) across the academic year cycle. Interprets all UTSW administrative policies in order to ensure compliance with applicable HR rules and regulations and relevant policy areas (FERPA, ADA routing, rotation site credentialing requirements) and keeping office SOPs current. Represents department as necessary in dean’s absence. Oversees support for Student Affairs related committee work, ensuring accuracy of minutes, tracking of outcomes, committee letters, and agendas.

·       Interprets all UTSW financial policies/procedures in order to ensure compliance with university rules and applicable laws and regulations. Responsible for establishing internal financial controls to ensure financial information is reliable and accurate. Oversees all departmental financial operations including budget planning and preparation, approving expenditures and preparing financial reports as needed. Reconciles accounts on monthly basis, prepares expenditures analysis to determine and present cost saving measures to deans.

·       Organizes, directs, and monitors Dean’s Workstation for Electronic Residency Application Service (ERAS). Responsible for overseeing the compiling, scanning, and transmitting of MSPEs, letters of recommendation, transcripts, and photos for students and graduates. Ensures accuracy of information provided prior to transmission through ERAS. Requires substantial contact with students and faculty and attention to detail. Functions as information resource for students, graduates, and faculty for ERAS-related questions and issues.

·         Organizes and directs senior residency match procedures for medical students and graduates. Facilitates registration and distribution of materials and assignment and scheduling of student interviews. Supervises creation, review, and editing of Medical Student Performance Evaluations (MSPEs). Notifies students of procedures and deadlines. Functions as point of contact and information resource for students applying to residency including dissemination of pertinent information and answering/resolving application-related issues. Organizes and supervises the compilation of core advising materials including Student Affairs created publications and applications that are updated annually.

·         Functions as point of contact and information resource for faculty including specialty advising, residency application processes/questions, and SOAP process for unmatched applicants.. Responsible for overseeing the compilation and distribution of pertinent materials to faculty for use in advising students in the Match and SOAP process including AAMC Careers in Medicine information, prior and current Match data and statistics, and individualized student data/information as needed.

·         Leads the annual development of survey instruments including the national Texas STAR program, student satisfaction survey, among others with data analysis. Use of advanced REDCap and Excel skills for implementation and analysis of data.

·         Compiles and maintains data for preparation of reports such as National Residency Matching Program, Residency Placement Database, UT Southwestern Commencement Program, LCME Graduation Certification, LBB Performance Measures, AAMC Graduation Questionnaire, Activity Confirmation reports, etc. which require significant contact with other departments and outside organizations.

·         Alpha Omega Alpha Gamma and Gold Humanism Honor Society Chapter Administrator providing support to chapter councilor, associate deans, and student officers. Functions as liaison with National AOA and GHHS offices regarding membership elections. Responsibilities include scheduling meetings, providing data for selection process, student notification, updating membership database, processing chapter AOA dues, and coordinating annual budget. Maintains financial records including monthly account reconciliations and preparation of budget reports for AOA Executive Committee.

·         Prepares and ensures accuracy of information related to Student Awards including data provided to the selection committee for consideration. Prepares, edits, and ensures accuracy of information for medical school commencement program including residency information and student awards and scholarships. Works closely with Registrar’s Office, Southwest Medical Foundation and individual departments to ensure all pertinent information is included and accurate. Provides pertinent graduate/residency information to campus departments and Center Times as requested.

·         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.

EEO
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.