Staffing Operations Coordinator
UT Southwestern Medical Center · Texas-Dallas-5323 Harry Hines Blvd
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 No. 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 moderate supervision to provide complex operational and administrative support for workforce planning, recruitment, onboarding, staffing coordination, and employee lifecycle management on behalf of Guest & Patient Services. Serves as a liaison between department leadership, Human Resources, Talent Acquisition, Payroll, and organizational stakeholders to support staffing initiatives, operational readiness, and workforce optimization across multiple hospital, clinic, and ambulatory locations.
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 Business Administration, Human Resources, Healthcare Administration, Public Administration, or related field.
Relevant experience may be considered in lieu of education.
- Experience
3 years of experience in healthcare operations, workforce administration, staffing coordination, human resources, patient services, or related field. Experience coordinating recruitment, onboarding, scheduling, workforce planning, or employee administration activities.
Preferred- Experience
Experience working within a healthcare system or academic medical center. Experience with PeopleSoft, Kronos/UKG, Position Control, recruitment systems, workforce analytics, or staffing management tools. Experience supporting multi-site operations.
JOB DUTIES - Workforce Planning & Staffing Operations
- Maintains a dedicated partnership with Human Resources, Talent Acquisition, Compensation, and Position Control to support departmental staffing needs.
- Monitors vacancies, turnover trends, position control actions, and staffing metrics to ensure optimal workforce coverage.
- Coordinates recruitment activities for Guest & Patient Services roles, including Patient Service Representatives, Lead Patient Service Representatives, Senior Patient Service Representatives, Supervisors, Managers, and other departmental positions.
- Assists leadership with workforce planning, succession planning, and organizational staffing strategies.
- Tracks requisition status and proactively identifies barriers impacting hiring timelines.
- Completes and manages position control requests, organizational chart updates, and personnel transactions.
- Maintains workforce reports, vacancy tracking tools, staffing rosters, and headcount data.
- Assists leadership with staffing projections, budgeted position monitoring, and operational workforce analyses.
- Recruitment Operations
- Reviews applicant pools and collaborates with hiring managers to support candidate selection activities.
- Conducts initial candidate screenings and coordinates interviews on behalf of departmental leadership.
- Schedules and coordinates interview panels, hiring events, and recruitment outreach efforts.
- Participates in interview processes and provides hiring recommendations based on organizational needs and candidate qualifications.
- Maintains working knowledge of UTSW recruitment policies, employment practices, and hiring procedures.
- Coordinates candidate communications throughout the recruitment lifecycle.
- Onboarding & New Hire Experience
- Serves as primary onboarding coordinator for new employees entering Guest & Patient Services.
- Coordinates all pre-employment and onboarding communications to ensure a positive new hire experience.
- Facilitates scheduling of orientation, departmental onboarding, and training activities.
- Coordinates requests for system access, badges, equipment, lockers, uniforms, parking, and other operational resources.
- Acts as a liaison for new employees during their onboarding period to ensure successful integration into departmental operations.
- Collaborates with departmental trainers, supervisors, and managers to monitor onboarding progress and readiness.
- Employee Lifecycle Administration
- Supports employee transfers, promotions, departmental changes, leaves of absence, and separation processes.
- Assists with documentation and administrative coordination related to employee relations matters as directed by leadership.
- Coordinates employee records, compliance documentation, and departmental personnel files.
- Maintains confidentiality regarding employee, candidate, and organizational information.
- Training & Operational Support
- Assists leadership with maintaining staffing standard work, onboarding materials, and training resources.
- Supports special projects related to process improvement, operational efficiency, employee engagement, and departmental growth.
- Collaborates with operational leaders to identify workforce challenges and recommend solutions.
- Provides data and reporting support for leadership meetings, staffing reviews, and strategic planning initiatives.
- Professional Responsibilities
- Maintains a high level of customer service when interacting with employees, candidates, patients, visitors, and organizational stakeholders.
- Demonstrates sound judgment, professionalism, and emotional intelligence when handling sensitive workforce matters.
- Serves as a trusted resource and liaison among operational leaders, Human Resources, and employees.
- Supports departmental initiatives that enhance workforce engagement, retention, employee development, and operational excellence.
- Performs other duties as assigned.
Salary Information
Salary is commensurate with education, skills, and relevant experience.
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.