The education coordinator (department assistant 3) is responsible for providing administrative support to the faculty and staff of the Master of Science in Anesthesia (MSA) Program. The coordinator will apply independent judgment and decisions to implement strategies and tasks necessary to carry out the operations of the MSA program. This position serves as internal liaison between the MSA program and other offices on campus, including but not limited to the Department of Anesthesiology, Graduate Studies, Financial Aid, and medical school departments. Responsibilities of the coordinator include maintaining the efficient operations of the MSA program office, particularly in the absence of the education manager; serving as a first line of contact for the MSA program; advising and instructing students, interested public, faculty and staff on issues pertaining to the program, including admission and program requirements; and working with the education manager to coordinate events in the school for recruitment purposes, including shadowing visits, candidate interviews, and new student orientation. The coordinator is expected to assist in administering the MSA program budget, developing strategies to reach potential applicants and promote the MSA program, and performing online searches for funding opportunities.
- Serve as the central source of information for the MSA Program and Houston area, as well as for university procedures, activities and resources. Handle incoming and outgoing telephone calls and e-mail requests, distribute program information to prospective students and other interested public. Maintain prospective student and interested public inquiry database, coordinate data collection, and provide periodic reports. (20%)
- Assist in coordination of events for recruitment purposes. Arrange shadowing visits from potential students. Assist the education manager with candidate interviews, including scheduling and lunch preparations. Assist the education manager with the compilation of new student orientation materials and with the orientation process in general. Assist in developing strategies to reach potential applicants and promote the MSA program. (15%)
- Perform all duties associated with administrative support for the program director and education manager. Distribute and compile rotation, class and year-end evaluations. Order office supplies and manage relationships with vendors. Arrange and schedule meetings.Compose and distribute office correspondence including meeting minutes. Handle mail and copying.Oversee routine maintenance on fax machines, copiers and printers.Ensure office has sufficient FedEx supplies.Keep office subscriptions up-to-date.Maintain office files. (15%)
- Organize and coordinate all activities associated with the student afternoon conferences including student paperwork, CME paperwork, preparation and distribution of announcement signs, audiovisual equipment and room reservations. (10%)
- Provide computer assistance to students including PowerPoint presentations and scanning. Schedule didactic instructors and guest speakers.Ensure instructional materials and classrooms are available. Ensure the distribution of the students' daily clinical schedule to the students and instructors. Schedule student mid-semester conferences.Assist students with daily questions and concerns. Assist the education manager with creating the students' schedule, including exams, registration, financial aid deadlines, grade deadlines and rotations. (10%)
- Assist in maintaining MSA financial accounts, including analysis of monthly expense statements.Work with manager to establish budget priorities. Assist in the planning and development of the program budget, prepare monthly forecasts. Process, reconcile, and maintain travel reimbursements and payment requests, investigate any discrepancies. Authorize routine purchases and office expenditures. (10%)
- Update and maintain accurate, confidential student files and records.Maintain student and instructor evaluation program, including data entry as needed. Coordinate the collection and compilation of test questions from departmental faculty for the student basic science exam and grade as appropriate. Proctor all final exams as requested by the instructor. (5%)
- Coordinate the program's holiday and honors dinner including invitation distribution. (5%)
- Coordinate travel arrangements for re-accreditation site visit. Assist the education manager with the compilation of data necessary for the self-study document. (5%)
- Coordinate travel arrangements for visiting employment recruiters.Create and maintain employment opportunities database for students. Distribute all potential employment information to students as new postings arrive. Maintain contact with the job-line coordinator for the American Academy of Anesthesiologist Assistants (AAAA) to share employment opportunity information. (5%)
- Perform online searches for funding opportunities for MSA program projects and students. Assist in the preparation of proposals to funding agencies by providing services in research, writing, and editing.
- Maintain confidential files for appointments, promotions and tenure committee and provide administrative support for the chair.
- Perform other duties as assigned.
Department: Continuous contact with program director, medical directors, education manager, and MSA faculty and staff. Regular contact with department faculty, staff and department administrator.
University: Regular contact with university Financial Aid, Graduate Studies, Student Health Service, and various offices in the medical school in order to receive or transmit student information and complete job responsibilities.
External: Continuous contact with program applicants and interested public in order to provide information on the MSA Program, the Houston area, and the program's admission requirements. Continuous contact with program alumni, many of whom are clinical instructors for the program, to provide student schedules and information on program activities. Continuous contact with vendors in order to make office purchases or to schedule an event. Moderate contact with the American Academy of Anesthesiology Assistants and the re-accreditation review committee (ARC-AA) in order to obtain or provide information.
Students: Continuous contact with graduate students enrolled in the MSA Program in order to advise, instruct and coordinate educational activities.
No direct supervision of staff employees.
Experience: 5 or more years of related work experience.
Education/Licensing: High school education required; Bachelor's degree preferred.
- Working knowledge of common administrative practices and data management.
- Project management and knowledge of basic accounting practices strongly preferred.
- Excellent organizational skills; ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail, accuracy and follow-through.
- Must demonstrate professional and effective oral and written communication skills, and strong interpersonal skills. Ability to communicate effectively with all levels within the university including faculty, staff and students as well as with individuals outside the university is required, as well as the ability to handle all telephone calls in a helpful, courteous and efficient manner.
- Must be able to maintain confidentiality; work in a fast-paced, changing environment; and have a strong customer service focus.
- Ability to work independently and collaboratively within a team. Must demonstrate a goal-oriented and professional work ethic.
- Ability to perform various clerical functions, including filing, data entry, organizing materials, copying, faxing, scanning documents, routing documents.
- Ability to operate copy and fax machines, perform calculations, and produce documents; as well as the ability to operate scanners, audio visual equipment.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Publisher) and database management.
- Working knowledge of PeopleSoft Financials and Human Capital Management (HCM) is preferred.
- Must demonstrate willingness to learn new techniques, procedures, processes, and computer programs as needed.
General office environment.