Coordinator (Faculty Affairs/Alberta)

Texas Tech University Health Sciences Center El Paso
September 23, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A

Extended Job Title Coordinator (Faculty Affairs/Alberta)

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 34847BR

Travel Required Up to 25%

Major/Essential Functions

  • Responsible for general administrative support to the Director, Sr. Director, and Vice President for Faculty Success and executes deadline driven tasks.
  • Provides support with processing fiscal activities and financial reconciliations, processes charges and maintains receipts for the department's purchasing card(s) and supporting documentation.
  • Provides direct support to database administrator for TTUHSC El Paso faculty databases and performs data entry and records management functions, particularly in the data conversion and maintenance of all faculty files into the faculty database and electronic filing system. Provides clerical support with physical file management.
  • Plans, schedules, and coordinates business meetings and other department- sponsored campus events to include invitations, room and A/V equipment reservations, attendance tracking, agenda preparation, minutes preparation, registration, catering, and all required event coordination logistics.
  • Maintains electronic calendars for the Faculty Affairs division on department activities and events. Manages appointments and event scheduling by coordinating with department staff and other departments.
  • Provides clerical support to the Lead Analyst and Director to route confidential faculty candidate letters of offer, physician employment agreements, and other related documents to appropriate parties for signature.
  • Maintains the physical files and scans documents into the electronic file management system.
  • Provides clerical support to the faculty database administrator and transcript coordinator to maintains physical files of original letters of offer, employment agreements, transcripts, dossiers and other faculty documents.
  • Provides support for the Annual Faculty Evaluation programs for TTUHSC El Paso; to include preparation and updating of instructions and forms, collaboration with the Lead Analyst to provide faculty and staff training workshops, development of tickler systems, deadline notices, compliance tracking, generation of administrative reports.
  • Coordinates event catering and logistics for faculty related events to include but not limited to determining the budget, obtaining quotes from catering vendors, preparing and submitting event pre-approvals, coordinating with caterers for delivery, setting up food and beverages for events, and managing payment and receipts with vendors.
  • Serves as Project Manager (PM) for at least one major Faculty Affairs function. Coordinates the department's first line of customer service by answering department telephones, greeting and directing department guests and visitors, and fielding preliminary inquiries or requests for service.
  • Makes coffee, restocks the refrigerator and offers refreshments to guests/visitors.
  • Supports Office of Faculty Affairs functions and projects related to faculty retention and satisfaction, including but not limited to the Faculty Recognition Banquet, Doctors', Nurses', Dentists' Day Breakfasts, Faculty of the Year Award Program, Faculty Holiday Open House, etc.
  • Performs all other duties as may be assigned by supervisor(s).
  • Grant Funded? No

    Minimum Hire Rate Compensation is commensurate upon the qualifications of the individual selected

    Pay Basis Hourly

    Work Location El Paso

    Preferred Qualifications

  • Experience in healthcare or university setting.
  • Familiarity with Adobe Acrobat Suite Photoshop, InDesign, Illustrator and other graphic design software applications.
  • Campus HSC - El Paso

    Department Faculty Services El Paso

    Required Attachments Cover Letter, Resume / CV, Transcript

    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 Office and Admn Wkrs All Other

    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 applicant's 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

    Navy Enlisted Classification Code AZ, LS, MC, PS, RP, YN

    Army Military Occupational Specialty Code 15P, 36B, 42A, 56M, 68J, 88H, 88N, 89A, 89B, 92A, 92Y

    Air Force Specialty Code 3A1X1, 8A200

    Marine Military Occupational Specialty Code 0111, 3372, 6046

    Jeanne Clery Act The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website.

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