Academic Admin Coordinator

Org Level 1

Texas Tech Unv Hlth Sci Ctr El Paso

Position Description

Provides office services by implementing administrative systems and procedures. Monitors administrative projects for faculty and staff in the assigned academic area.

Requisition

43878

Optional Attachments

Transcript

Travel Required

Up to 25%

Major/Essential Functions

* Serve as the primary administrative contact for Neurology fellowship programs (single or multiple subspecialties).

* Support the Program Director(s) with daily program operations, maintain fellowship files in compliance with

ACGME, institutional GME, and departmental policies.

* Prepare, track, and manage fellowship contracts, onboarding documents, and licensure paperwork. Coordinate start/end dates, rotations, schedules, and off-cycle fellows if applicable.

* Ensure ongoing compliance with ACGME Common Program Requirements and specialty-specific requirements.

* Assist with annual program evaluation (APE) and self-study activities. Prepare documentation and data submissions for ADS (Accreditation Data System).

* Coordinate site visits, virtual reviews, and citations responses.

* Track action plans related to ACGME citations and improvement areas.

* Coordinate fellowship recruitment cycles, including timelines, advertising, and application intake, schedule and manage interviews (virtual and in-person).

* Prepare interview materials and orientation packets.

* Support NRMP or non-match processes, including rank list logistics as applicable.

* Maintain applicant records and correspondence.

* Coordinate orientation, onboarding, and offboarding processes.

* Track fellow evaluations, milestones, case logs, and duty hours.

* Monitor compliance with duty hour reporting and follow up on deficiencies.

* Assist with fellow remediation processes and documentation when needed.

* Support graduation verification, certificates, and final evaluations.

* Responsible for the procurement needs of the Department to include office/medical office supplies, travel arrangements and reimbursements, and employee One-Time Payments.

* Uses the appropriate TTUHSC systems to process transactions and follows TTUHSC guidelines, maintains files and records/documentation pertaining to expenses for the Department.

* Perform specialized clerical and specialized duties in support of medical staff and faculty under the Department of Neurology.

* Responsible in assisting Sr. Medical Secretary with mail distribution, ensuring all equipment (copiers, printers, computers) in department are properly functioning. & assisting staff and faculty with technology equipment.

* Submits work orders to Information Technology and Facilities when requested and/or assigned by supervisor.

* Supports and provides clerical assistance towards recruitment activities to include both credentialing, privileging, mal practice, onboarding, checklist for onboarding and offboarding process for faculty and medical staff.

* Directs faculty and medical staff to proper service departments at TTUHSC and partner hospitals for onboarding and offboarding process.

* Creates, classifies, maintains, protects confidential and sensitive information. Manages records retention requirements.

* Remain current with all licensure, certifications, and mandatory compliance and training requirements for this position.

* Adhere to all policies, procedures, and practices (Regents Rules, TTUS, HSECEP OPs, etc.).

* Personally demonstrate, display and act in accordance with TTUHSC EP's Values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork).

* Serve as a Value's leader while actively promoting and encouraging staff across the institution.

* Perform all other duties as assigned.

* Serves as a back up in the absence of the Sr. Medical Secretary and Residency Program Coordinator.

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

* Knowledge and experience in TTUHSC system for processing purchasing, travel, cost transfers, property inventory and EOPs.

* Occasionally work outside of regular business hours including weekends and must be able to travel to National Conference each year.

* Detail oriented, performs satisfactorily under pressure of deadlines, displays proficiency in grammatical and spelling skills, ability to type accurately, basic knowledge of institutional purchasing policies and procedures. Knowledge and experience in the use of Microsoft Office Suite, Word, Excel, PowerPoint, Outlook.

* Ability to speak effectively before groups of customers or employees of organization.

* Must be able to perform each essential duty satisfactorily. Individual must possess the knowledge, skills and abilities to perform essential functions of job with or without reasonable accommodation, using some other combination of skills and abilities with or without the aid of mechanical devices, to safely perform the essential functions of the job.

* Ability to learn, read and interpret…