Administrative Coordinator - McGovern Academy of Oslerian Medicine

Minimum Qualifications:

Bachelor's degree or equivalent in related field; 2 years related experience.

Preferred Qualifications:

• A degree in business administration, communications, public relations, or in a related field
• Working knowledge of Microsoft Office products, including Word, Excel, Forms, Outlook, and SharePoint
• Working knowledge of all aspects of PeopleSoft
• Working knowledge of UTMB’s Accounts Payables Guide, eProcurement Quick Reference User Guide, Travel Guide, and Procurement Card Program
• Working knowledge of Sitefinity, CaterTrax (used by UTMB Catering), EMS workplace management software (used by Classroom Services to reserve rooms and equipment), and cmetracker.net (used by the Continuing Medical Education Office) is a plus.
  
  

Job Summary:

Job Duties:

The candidate must have the ability to plan and execute a multitude of events and activities from initial conception to successful completion and balance creativity with logistics, financial planning, and vendor management duties. This role requires excellent event-planning skills along with the ability to define project milestones and deadlines and coordinate both teams and external contractors to ensure a successful outcome that meets organizational goals and expectations.

• Project management - responsible for carrying out the management and supervision of various events and activities on time, within budget, and in adherence with institutional polices and procedures; a background in event planning is key in this role; types of activities include, but are not limited to, lecture series, award ceremonies, retreats, business meetings, conferences, symposiums, community service projects, etc.
• Grand Rounds coordination - responsible for the operations and management of Continuing Medical Education (CME) activities to ensure all accreditation requirements are met.
• Vendor relationship management - successful relationship management and negotiation are vital; must have the ability to handle complaints and liaise with guests, leadership, and/or vendors; ensure vendors deliver on their services as agreed and scrutinize bills before processing payments.
• Budget management - oversee financial elements and execution of numerous projects and activities; provide support in the annual project budget and planning process for the department; create spreadsheets to capture related expenses.
• Logistics skills - significant logistics planning and management experience required; attend project meetings, prepare meeting minutes, after-event reports, notes and/or action logs; create and manage various distribution lists and log templates; experience working with various service departments on campus (i.e., Classroom Services, Special Use Facilities, mail, parking, police, catering, utilities, etc.); management of and adherence to the department’s annual cycle of operations.
• Communication skills - excellent written and verbal communication skills required; must possess strong organizational skills and attention to detail; ability to create and disseminate detailed agendas, timelines, talking points, invitations, programs, brochures, fliers, etc.
• Marketing – experience using social media outlets and web development software to promote events and activities; implement systems to record all event data to be used for marketing and planning, including research activity to audit and inform future event decisions.
• Critical thinking skills - ability to work independently and proactively on high level tasks; must demonstrate a high standard of accuracy; excellent organizational skills and ability to multi-task in a fast paced environment; be organized, analytical, composed, time conscious, and financially intelligent; proven demonstration of analytical and problem solving skills; ability to show calmness under pressure and handle complaints effectively; ability to work with minimal supervision and take initiatives without being prompted.

Salary Range:

Actual salary is commensurate with experience.

Work Schedule:

Regular business hours are Monday through Friday, 8:30 am – 5:00 pm. A minimum of one after-hours event is hosted by the department every other month, and one Saturday activity per year.