Coordinator

Extended Job Title
Coordinator

Org Level 1
Texas Tech Unv Hlth Sci Ctr El Paso

Position Description
Performs supervisory and coordinative work in the operation of a specific program or departmental project. Responsibilities involve the coordination and supervision of the various functions and aspects of a specific program as well as the monitoring of program staff and operational procedures. Work is performed under general supervision with evaluation based on results obtained. May supervise program staff, volunteers and student assistants.

Requisition ID
22700BR

Optional Attachments
Professional/Personal Reference, Transcript

Travel Required
Up to 25%

Major/Essential Functions

• Working under the general supervision of the Associate Dean for Medical Education and the Director of Accreditation and Educational Program Improvement, serves in direct support of the daily clerical, scheduling and organizational tasks required by the personnel and staff of the Office of Medical Education (OME). Tasks include but not limited to typing, meeting coordination, performing computer tasks via MS Office and other software programs, filing documents, and drafting minutes.
• In cooperation with OME personnel, provide administrative and operational support for clerical and repetitive tasks including, but not limited to, assignment of professionalism, tagging of cohorts, monitoring class lists, and gather/file/record documentation of OME processes and decisions for archival.
• Provides logistical support for accreditation and educational compliance related committees, as well as for the PLFSOM Curriculum and Educational Policy Committee (CEPC). Tasks include file management, meeting coordination, drafting meeting minutes and accurate documentation of committee membership archival related to accreditation and other educational program compliance processes.
• Support OME personnel by coordinating room scheduling for scheduled educational activities (e.g., lecture halls, small group rooms, labs, etc.) as well as maintain M.D. program master assessment calendar.
• Coordination of all tasks for Associate Dean and OME staff, such as scheduling meetings, preparing materials, typing and assisting with the development of OME documents, assembling reports via the coordination with the Dean, Director of Accreditation/Ed Program Improvement, OME and clerkship office staff.
• Maintains OME inventory and supplies in addition to information related to marketing materials, coordinates with IA for the purchase of logo and other PLFSOM branded items and carefully documents inventory and distribution of items.
• Is responsible for processing department purchases of equipment and supplies utilizing Techbuy, Directpay, and Pcard systems and follows all policies and procedures regarding purchasing processes. Responds to all purchasing inquires accurately and on a timeliness basis. Tasks requires coordination with both the Director of Accreditation/Ed Prog Improvement and Director of DME/OME (finance).
• Prepares mailings and office communications with faculty, staff and alumni as required by OME operations. Includes the distribution of marketing materials, letter/mail merge, faculty welcome communications, survey distribution and follow-up.
• Coordinates regular meetings led by Associate Dean and provides meeting support. Meetings include quarterly Student Success, CEPC, OME staff, annual curriculum development retreats, and others as requested.
• Assists with other clerical duties as needed.
• Maintain accurate lists and terms dates associated with departments, committees, curriculum personnel, executive support staff, MD program students, MD cohort groups/college assignments, and others lists as requested for mass communication (list-serves and updated email and contact information).
• Assists with the collection and distribution of daily departmental mail as directed.

Position Specific:
Proficient in MS Access, Word, Excel, PowerPoint, and Outlook, Adobe Acrobat. Excellent written and oral communication skills. Excellent typing, meeting minute and note-taking skills. Experience in event management and executive support.

Grant Funded?
No

Minimum Hire Rate
12.42

Pay Basis
Hourly

Work Location
El Paso

Preferred Qualifications
Purchasing process experience. Adobe Creative Suite experience (Illustrator, InDesign, Photoshop). Knowledge of higher education setting, policies and procedures.

Campus
HSC - El Paso

Department
Office of Medical Education Elp

Required Attachments
Cover Letter, Resume / CV

Job Type
Full Time

Pay Statement
Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as, the institutional pay plan. For additional information, please reference the institutional pay plan on the Human Resources webpage.

Job Group
First Line Other Admn

Shift
Day

EEO Statement
As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicants race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

Required Qualifications
High school graduation plus five (5) years progressively responsible related experience; additional related education may exchange for required experience on a year for year basis.

Does this position work in a research laboratory?
No