Academic Admin Coordinator

Texas Tech University•El Paso, TX

9d•Onsite

About The Position

The Academic Admin Coordinator provides office services by implementing administrative systems and procedures and monitors administrative projects for faculty and staff in the assigned academic area. This position serves as the primary administrative contact for Neurology fellowship programs and supports Program Directors with daily operations. It maintains fellowship files and records in accordance with ACGME, institutional GME, and departmental policies, and supports program evaluation, accreditation, recruitment, onboarding, fellow tracking, and graduation processes. The coordinator also manages departmental procurement and related records, supports medical staff and faculty with specialized clerical duties, and assists with equipment, technology, recruitment, credentialing, and onboarding/offboarding activities. The role handles confidential and sensitive information, maintains records retention requirements, and follows institutional policies, procedures, training, and compliance requirements. Work is performed onsite under general office conditions and requires frequent telephone and personal contact with faculty, staff, patients, residents, and outside professionals. The position may occasionally require work outside regular business hours, including weekends, and travel to a national conference each year. The coordinator serves as backup for the Sr. Medical Secretary and Residency Program Coordinator.

Requirements

Bachelor’s degree in a related field plus one year of related experience, or a combination of related education and/or experience totaling five years.
Knowledge and experience using TTUHSC systems for purchasing, travel, cost transfers, property inventory, and EOPs.
Detail-oriented and able to perform satisfactorily under deadline pressure.
Proficiency in grammar and spelling and ability to type accurately.
Basic knowledge of institutional purchasing policies and procedures.
Knowledge and experience using Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to speak effectively before groups of customers or employees.
Ability to perform essential duties satisfactorily, with or without reasonable accommodation, including using other combinations of skills and abilities or mechanical devices as needed to perform duties safely.
Ability to learn, read, and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine general and medical correspondence.
Ability to establish and maintain positive customer relationships.
Ability to exercise a high degree of confidentiality.
Must not require sponsorship for an employment visa; applicants requiring sponsorship, including individuals with H1B visas or current student or postgraduate visas, are not being considered.
Must work onsite; remote and hybrid opportunities are not available.
Occasional work outside regular business hours, including weekends, and annual travel to a national conference are required.

Responsibilities

Serve as the primary administrative contact for Neurology fellowship programs and support Program Directors with daily program operations.
Maintain fellowship files in compliance with ACGME, institutional GME, and departmental policies.
Prepare, track, and manage fellowship contracts, onboarding documents, and licensure paperwork.
Coordinate fellow start and end dates, rotations, schedules, and off-cycle fellows when applicable.
Ensure ongoing compliance with ACGME Common Program Requirements and specialty-specific requirements.
Assist with annual program evaluation and self-study activities.
Prepare documentation and data submissions for the Accreditation Data System (ADS).
Coordinate site visits, virtual reviews, and responses to citations; track related action plans and improvement areas.
Coordinate fellowship recruitment cycles, including timelines, advertising, application intake, interviews, interview materials, orientation packets, and NRMP or non-match processes as applicable.
Maintain applicant records and correspondence.
Coordinate orientation, onboarding, and offboarding processes.
Track fellow evaluations, milestones, case logs, and duty hours; monitor reporting compliance and follow up on deficiencies.
Assist with fellow remediation documentation when needed.
Support graduation verification, certificates, and final evaluations.
Manage departmental procurement needs, including office and medical office supplies, travel arrangements and reimbursements, and employee One-Time Payments.
Use appropriate TTUHSC systems to process transactions and follow TTUHSC guidelines; maintain expense files and documentation.
Perform specialized clerical duties in support of medical staff and faculty in the Department of Neurology.
Assist the Sr. Medical Secretary with mail distribution and ensure departmental copiers, printers, and computers are functioning properly; assist staff and faculty with technology equipment.
Submit Information Technology and Facilities work orders when requested or assigned by a supervisor.
Provide clerical support for faculty and medical staff recruitment activities, including credentialing, privileging, malpractice, onboarding, and onboarding/offboarding checklists.
Direct faculty and medical staff to appropriate TTUHSC and partner-hospital service departments for onboarding and offboarding.
Create, classify, maintain, and protect confidential and sensitive information; manage records retention requirements.
Remain current with licensure, certifications, mandatory compliance, and training requirements.
Adhere to institutional policies, procedures, and practices, and demonstrate TTUHSC EP values while encouraging staff to do the same.
Perform other duties as assigned.
Serve as backup for the Sr. Medical Secretary and Residency Program Coordinator.