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Coordinator II - School of Health Professions, Clinical Laboratory Sciences (onsite)

Galveston, Texas, United States

New

Clerical & Administrative Support

UTMB Health

Requisition # 2503359

Minimum Qualifications:

Associate's degree or equivalent; 3 years related experience.

Preferred Qualifications:

+ Bachelor degree or equivalent and at least one year related experience.

+ At least one year experience with UTMB admissions process.

Job Summary:

To manage activities for a project or program.

Job Duties:

+ Serves as first point of contact in the office providing excellent customer service, communications and issue resolution.

+ Responsible for undergraduate (Certificate, 2+2, LEAP) and graduate (SBB certificate, Masters in CLS, Masters in Transfusion Medicine) student admissions, including but not limited to ensuring accurate and timely processing of applications, evaluating transcripts, scheduling interviews, maintaining admissions inbox, drafting offer letters, and ensuring all official documents are in the CLS admissions files in SharePoint.

+ Facilitate needs of the Admissions Chair and department by anticipating information needs, independently seeking and providing relevant data and files in advance of scheduled meetings and interview sessions.

+ Provide administrative support to Admissions Chair and Assist Admissions Chair with scheduling open houses, recruitment events, etc, and maintaining recruitment calendar on behalf of the admissions chair.

+ Serve as Mystar expert and manage MyStar processes, including but not limited to building and maintaining all CLS courses, assigning course instructors as approved by department leadership, assigning approved advisors to all incoming students, and student admissions.

+ Serve as AHCAS expert and manage AHCAS processes, including but not limited to, building applications for next admissions cycle, ensuring all content is current and accurate by consulting with CLS leadership/program directors.

+ Oversee student enrollment, including but not limited to attaining and schedule rooms for lectures and labs, communicating with unregistered students, process leave of absence, course and program withdrawals, submit grade change forms. Ensure all student files are up to date in SharePoint.

+ Proactively resolve student issues and makes recommendations or takes action to meet the needs of the student.

+ Serve as a member on CLS admissions/recruitment, professionalism and events committee.

+ Organize procurement of equipment and supplies. Determines office supply needs and orders as appropriate to ensure efficient, cost-effective use of departmental budget.

+ Assist Administrative Coordinator in coordinating administrative procedures for CLS leadership including but not limited to, plans, organizes and coordinate administrative duties, including calendar appointments and correspondence.

+ Assist CLS leadership with coordinating orientation week, including but not limited to, scheduling rooms, ordering food, scheduling speakers, creating sign in sheets, sending calendar invites of all weekly events to faculty and staff.

+ Assist Administrative Coordinator with department events and special projects.

+ Serve as backup for Administrative Coordinator

+ Assists with office activities such as distributing mail and taking messages for faculty and staff.

+ Assist Administrative Coordinator with managing records retention process and procedures.

+ Assist with inventory process and procedures.

+ Ensures the goals and objectives specified are accomplished in accordance with prescribed priorities, deadlines and funding conditions.

+ Adheres to internal controls and reporting structure.

+ Assist Program Manager as necessary

Knowledge/Skills/Abilities:

+ MyStar experience as related to Student Admissions, Curriculum Management and Self Service modules

+ PeopleSoft experience as related to ePro, Grants and Travel modules

+ Strong organization skills

+ Excellent communications skills

+ Ability to work independently as well as with a team

Salary Range:

Actual salary commensurate with experience.

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.

Compensation