Administrative Coordinator

Title: Administrative Coordinator Employee Classification: Administrative Coordinator Campus: University of North Texas - Health Science Center Division: HSC-Provost & Exec VP SubDivision-Department: HSC-Texas Coll of Osteopathic Med Department: HSC-Medical Education-300760 Job Location: Fort Worth Salary: Compensate with experience FTE: 1.000000 Retirement Eligibility: TRS Eligible Position Overview The Administrative Coordinator is a shared position between the Department of Medical Education and Health Systems Science and the TCOM Dean’s Office. This role requires excellent written communication skills and advanced proficiency with Canvas and related instructional technologies. The successful candidate will demonstrate the ability to manage multiple concurrent workflows in a fast‑paced academic environment while maintaining a high level of initiative, attention to detail, and collaboration. Flexibility is essential, as this role includes supporting time‑sensitive tasks, including occasional evening or weekend responsibilities related to certification exam completion and posting. The Department of Medical Education and Health Systems Science is seeking a highly organized and detail‑oriented Administrative Coordinator to provide comprehensive operational, instructional, and technical support for the Patient Safety Certification Course. This role is integral to the successful delivery of the course across twelve (12) two‑week cohorts annually, including six (6) back‑to‑back cohorts, and supports approximately 220 third‑year medical students each academic year. Within the Department of Medical Education and Health Systems Science, 50% of the role works closely with the Course Director, faculty, Clinical Education, and external partners, including the Institute for Healthcare Improvement (IHI) and the Office of Certification, to ensure seamless course delivery, certification compliance, and student success. Within the TCOM Dean’s Office, 50% of the role will be the face of the third floor of the Medication Education & Training building where the Dean’s Office is located, greeting visitors, working closely with the administrative and business staff. Minimum Qualifications Bachelor's degree and one year of related experience; or any equivalent combination of education and experience. Knowledge, Skills and Abilities Proficiency in Microsoft Office suite of programs: Word, Excel, Outlook, Teams. Manages time and multiple projects. Ability to multi‑task effectively. Excellent interpersonal, verbal, and written communication skills. Ability to function independently and as part of a team. Attention to detail and accuracy of reporting. Skilled data entry. Maintains professional appearance and demeanor. Maintains good working relationships with coworkers. Preferred Qualifications 2 years administrative experience, 1-year Canvas or related experience, strong MS Office knowledge. Previous health care experience, previous higher education experience. Proficiency with Canvas or other Learning Management Systems. Experience coordinating course logistics, exams, or academic events. Experience working directly with faculty and instructors. Strong organizational skills and attention to detail. Job Duties Work closely with the Course Director and faculty to ensure smooth daily operations and resolve student issues. Provide real‑time technical and instructional support during the MEDE 7212 Patient Safety Course, including Canvas, Microsoft Forms, quizzes, and chat monitoring. Coordinate enrollments, rosters, and access with Clinical Education and Canvas administrators. Schedule and support exam review sessions and certification retakes, including Zoom coordination and follow‑up communication. Assist with grading processes, grade submission, and end‑of‑cohort closeout activities. Support students with certification‑related access and technical issues by working directly with IHI and PSI representatives. Send and manage all student communications, including welcome emails, access codes, Zoom links, and reminders. Track student attendance, participation, assignments, and required documentation to ensure course completion. Set up, assign, and monitor all course assessments, surveys, and exams within Canvas. Maintain and update course materials and shared files in Canvas and Microsoft Teams. Greet all visitors coming off the elevators to the third floor of the Medical Education & Training Building, confirm appointments with those on the third floor, escort visitors back to appropriate locations. Work with administration and finance operations within TCOM on special projects, providing support for various clerical activities and needs. Support special events, including larger meetings, external guests visiting the Dean and/or leadership, including room setup, technology coordination, catering orders, cleanup and other needs. Administrative support for the teaching assignment management system (TAMS) implementation across the college, including data entry, attending meetings, coordinating logistics and data collection and other needs. Other duties as assigned. Physical Requirements Communicating with others to exchange information. Environmental Hazards No adverse environmental conditions expected. Work Schedule Monday - Friday, 8:00am - 5:00pm, occasional afterhours and weekends. Security Sensitive This is a Security Sensitive Position. Special Instructions Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. EEO Statement The University of North Texas System is firmly committed to equal opportunity and does not permit –and takes actions to prevent – discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding. #J-18808-Ljbffr