Academic Admin Coordinator

46629BR

Position Description:

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

Texas Tech Health El Paso (TTEP) is not considering applications from individuals who require sponsorship for an employment visa, including those with H1B visas or those currently on student or postgraduate visas.

Additionally, this position is not eligible for remote or hybrid opportunities. All work is required to be performed onsite at TTEP.

Requisition ID:

46629BR

Work Location:

El Paso

Org Level 1:

Texas Tech Unv Hlth Sci Ctr El Paso

Campus:

HSC - El Paso

Department:

Neurology Dept Elp Genl

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 withACGME, 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.

Required Qualifications:

• Bachelor’s degree in a related field plus one (1) year related experience;

• OR a combination of related education and/or experience to equal five (5) years.

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 documents such as safety rules, operating and maintenance instructions, and procedures manuals.

• Ability to write routine general and medical correspondence.

• Establishes and maintains positive customer relationships.

• Work is performed under general office conditions requiring a high degree of telephone and personal contact with HSC faculty, staff, patients, residents and outside professionals.

• Employees in this position must exercise a high degree of confidentiality.

EEO Statement:

All qualified applicants will be considered for employment without regard to sex, race, color, national origin, religion, age, disability, protected veteran status, or genetic information.

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 at https://www.ttuhsc.edu/compliance/clery-report.aspx .

Does this position work in a research laboratory?:

No

Required Attachments:

Resume / CV

Optional Attachments:

Transcript

Job Type:

Full Time

Pay Basis:

Hourly

Minimum Hire Rate:

Compensation is commensurate upon the qualifications of the individual selected

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.

Travel Required:

Up to 25%

Shift:

Day

Grant Funded?:

No

Job Group:

Information and Records Clerks