Executive Search Scheduling Coordinator

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in. The Executive Recruitment Engagement Program Coordinator plays a critical role in delivering a seamless, high‑touch experience for executive candidates and hiring leaders throughout the recruitment process. This highly visible position is responsible for managing complex interview scheduling, coordinating executive calendars, arranging travel and accommodations, and overseeing all logistics associated with leadership‑level recruitment activities. Serving as a key point of contact for candidates, executives, and stakeholders, this individual ensures every interaction reflects professionalism, hospitality, and exceptional customer service. The coordinator develops detailed interview itineraries, facilitates candidate communications, supports on‑campus interview experiences, and provides real‑time logistical support to ensure flawless execution. Success in this role requires exceptional organizational skills, meticulous attention to detail, strong communication abilities, and the ability to thrive in a fast‑paced, high‑profile environment where accuracy, discretion, and a positive candidate experience are paramount. Once you join us you won’t want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization plus: 100% paid medical premiums for our full‑time employees Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37‑38 days per year) The longer you stay, the more vacation you’ll accrue! Longevity Pay (Monthly payments after two years of service) Build your future with our awesome retirement/pension plan! Employee Wellbeing Free financial and legal counseling Free mental health counseling services Gym membership discounts and access to wellness programs Other employee discounts including entertainment, car rentals, cell phones, etc. Resources for child and elder care Plus many more! Position Summary This position is responsible for coordinating, communicating and reporting HR operational activities including cyclical and project‑based assignments. The operations manager assumes accountability for providing high‑level coordination support, driving implementation of initiatives, and devising effective communication strategies. These tasks may require collaborating with cross‑functional teams while utilizing technology solutions to monitor and advance progress. With a primary focus on cultivating positive employee experiences, the Human Resources Administration Program Manager actively seeks opportunities to optimise efficiency of HR processes to deliver exceptional customer service and enhance the overall employee journey. They demonstrate resourcefulness in problem‑solving, proactively manage multiple projects with meticulous attention to detail, and also contribute to compliance‑related tasks such as analysis, coordination, and reporting. Position Key Accountabilities Manage high‑level meeting coordination and facilitation by ensuring all logistical aspects are organized and communicated concisely; coordinate and develop follow‑up communication post‑meetings to stakeholders, fostering effective collaboration and ensuring clear documentation of key decisions and action items. Manage and create effective communication strategies to support information flow from HR to stakeholders while ensuring a strong focus on achieving strategic outcomes; deliver engaging, informative and well‑organised presentations. Demonstrate resourcefulness in problem‑solving, identifying and addressing issues that may arise during HR operational activities, analysing problems, proposing solutions, and implementing appropriate measures to overcome challenges. Work collaboratively with cross‑functional teams to identify and mitigate process gaps and issues through active listening and probing, resulting in mutual understanding. Facilitate process mapping and design sessions with cross‑functional teams and SMEs to document current state processes while also identifying process gaps, integration opportunities and efficiencies. Independently gather information from a variety of sources; analyse, interpret and summarise data gathered, and deliver meaningful insights to the HR leadership team and other stakeholders. Collaborate across other functional areas within and outside the Human Resources department regarding process improvement, service levels and customer service initiatives. Assist in the execution of HR projects by supporting coordination of project resources, liaising with project stakeholders to collect and disseminate project information for status reports and progress updates and helping to ensure scheduled milestones are met. Facilitate development and execution of audits to maintain data integrity on an ongoing basis and to ensure adherence to procedures while identifying continuous improvement opportunities. Perform other duties as assigned. Certification/Skills Exceptional customer service Ability to analyse, investigate and interpret data, issues and situations Ability to plan, organise and prioritise work while leveraging resources Leverage business knowledge to address complex issues while mitigating risk Create strong working relationships and influence change Ability to multitask and maintain focus to achieve timely results Ability to research, collect and organise data for analysis Excellence verbal and written communication skills Professional in Human Resources (PHR) by Human Resource Certification Institute (HRCI) preferred Minimum Education Bachelor’s Degree in a related discipline. Equivalent years of experience may substitute for required education beyond the minimum experience requirement. Minimum Experience 3 years of directly related experience required. Experience in an academic healthcare setting preferred. Physical Requirements Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects. Security Sensitive This position is a security‑sensitive position pursuant to Texas Education Code 51.215, Texas Government Code 411.094 and other relevant statutes. Personnel in such positions will be routinely reviewed to maintain security and integrity. Residency requirement: employees must permanently reside and work in the State of Texas. #J-18808-Ljbffr UTHealth Houston