Educational Specialist, Institute for Translational Science (Hybrid)

Job Title

Clerical & Administrative Support

Employer: UTMB Health

Requisition #: 2603713

Minimum Qualifications:

• Bachelor's degree or equivalent and 2 years of related experience.

Job Description

To design, develop, evaluate, and deliver face to face and web-based language instruction at all levels of UTMB and to UT system students.

Major Duties/Critical Tasks: Roles

• As a member of the ITS Office of Educational Programs, the ES is a (and often the) point of contact for prospective and current students, trainees and scholars regarding information on formal education programs (i.e., Institutional degree-granting and/or NIH-supported training programs), the ITS, UTMB Schools, and admission processes.
• The ES provides administrative support for ITS training programs, faculty, and students/trainees/scholars
• The ES assists the ITS Office of Educational Programs (OEP) Director, OEP Manager and Graduate Program Directors
• The ES is the administrative link between the ITS training programs and UTMB schools, Enrollment Services (ES) and UTMB Schools.

Responsibilities With respect to the ITS education program(s):

• Provides support to Faculty and ITS administrators regarding formal training programs
• Provides support for committees related to ITS education programs
• Manages special projects related to education and training programs
• Manages promotional material for the programs and prospective students (Open House, website, newsletter, marketing, etc.)
• Provides organizational and administrative support for the programs (e.g. schedules meetings and seminars, graduate finances, course calendar, schedules graduate classes, events, room-bookings, e-Calendar, etc.)
• Is comfortable working with the Student Information Systems, Financial Information Systems, and Human Resources Information Systems needed for the support of the education programs
• Ensures that Listserv messages reach the appropriate audience
• Attends regularly scheduled coordinator information sessions given by the Graduate School for Biomedical Sciences (GSBS)
• Develops and maintains relationships with faculty, students, course participants, prospective students, and UTMB staff for promoting participation in OEP activities.
• Maintains records/data, survey creation and deployment and prepares reports for review and analysis of OEP Programs, courses and seminars.
• Assists OEP Director, Faculty and Manager in oversight and reporting of federal, state and private grant funding, including office financial accounts

With respect to students, trainees and scholars:

• Handles many of the day-to-day details (forms, processes, letters) for student activities, such as:
• Admissions
• Recruitment, Orientation
• Internship placements
• Funding/Fellowships
• Processing scholarship and other award applications
• Stipend and award payment
• Registration
• Program and course registration
• Entering and changing grades
• Processing grades, thesis submissions, failures, degree audits, convocation lists
• Scheduling PhD Dissertation and Masters degree Thesis Defenses, Qualifying Examinations and candidacy applications
• Reform Degree audits
• Advising
• Helping students/trainees/scholar with questions about education program requirements, procedures, etc.
• Helping students/trainees/scholar identify appropriate resources, or referring them to the Program Directors, if problems arise
• Keeping students informed of deadlines, changes in regulations, etc.
• With respect to faculty members:
• Serves as point person and information source for all University and departmental policies and procedures relevant to graduate education and ITS training programs
• Supports faculty with regard to education program activities (admissions, funding forms, etc.)

Preferred Qualifications:

• Knowledge of modern developments, trends, principles, practices and theories in education and educational assessment, accountability, or evaluation specialty area.

Salary Range: Commensurate with experience

Equipment: Standard office equipment.

Working Environment: Standard hospital, clinical and/or office environment.

Other: Position may require 2-3 hours per week of early evening work hours.

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.