JOB SUMMARY

In the Department of CV Sciences, the Sr. Academic Coordinator position is responsible for providing highly skilled technical and staff support services which span across research and academic settings. This position will make sound judgments and function independently. The Sr. Academic Coordinator position prepares and schedules weekly scientific meetings, guest speakers, faculty candidates, assists in updating website, helps coordinate webcast show, takes minutes for several meetings, and leads marketing efforts, among other high level administrative tasks. Related duties for the Sr. Academic Coordinator position involve assembling, preparing and distributing materials for meetings to provide all attending with appropriate information and working with several offices to accomplish department goals.

Ideal applicants will have 5 years of experience in an academic setting in an administrative capacity.

PRIMARY JOB RESPONSIBILITIES

Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 25%

• Facilitates open, professional (verbal, nonverbal, written) communication to achieve mutual understanding. Communication to promote both work efforts and problem resolution is clear and professional, providing the highest quality service during every customer encounter. (EF)
• Contacts speakers and presenters, identified by physician, to solicit participation in monthly continuing education sessions throughout the year. Plans and books speakers for professional meetings, assisting with travel arrangements. (EF)
• Collaborates to foster healthy relationships in the work environment such as mitigation of conflict. Contributes to improvement of department scores for employee engagement. (EF)

SERVICE - 30%

• Organizes and expedites the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload. Takes minutes of academic meetings or conferences as requested. (EF)
• Prepares and researches grant applications, manuscripts, and proposals while using appropriate software. Gathers research data from individuals participating in the grant proposals and conducts literature searches relating to the grant submission. Manages timelines for submitting the grant proposals and ensure proposals are submitted on time. (EF)
• Completes special projects such as Grand Rounds for department and assists with appointments for International patients at Houston Methodist (HM). (EF)
• Composes, proofs, types, and distributes routine letters, reports, spreadsheets, presentations, and related materials to assure timely routine or answering of correspondence. Independently assembles, prepares and distributes materials for meetings to provide all attending with appropriate information. (EF)

QUALITY/SAFETY - 15%

• Performs data management and analysis with little supervision. Conducts data analysis and creates reports and spreadsheets using various software, based on department needs or deliverables, in order to track benchmarks and make recommendations for change. Utilizes technology resources for assigned duties. (EF)
• Ensures quality and timely execution of deliverables. Coordinates multiple deadlines including but not limited to reports and presentations. Utilizes technology resources to conduct research for assigned tasks. Participates in performance improvement activities to support department/entity goals. (EF)

FINANCE - 20%

• Identifies funding sources and obtains funding for sessions. May have budget responsibility for reconciling the budget and developing reports related to the Grand Rounds. (EF)
• Reconciles budget and generates reports. (EF)
• Uses resources efficiently; does not waste supplies. Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members. (EF)
• Contributes towards meeting department financial targets through optimizing efficiency and other areas according to department specifications. Provides recommendations to reduce expenses. (EF)

GROWTH/INNOVATION - 10%

• Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments. (EF)
• Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the My Development plan on an on-going basis. Ensures own career discussions occur with appropriate management. (EF)

This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION REQUIREMENTS

o Associate degree. In lieu of associate’s degree, an additional two years’ academic coordinator experience in addition to the minimum experience required below

o Bachelor’s degree preferred

EXPERIENCE REQUIREMENTS

o Five years experience in an academic setting

• Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Event, etc) regardless of selection above.