Educational Specialist, Institute for Translational Science (Hybrid)

University of Texas Medical Branch (UTMB)•Galveston, TX

4d•Hybrid

About The Position

The Educational Specialist (ES) is a key member of the ITS Office of Educational Programs, serving as a primary point of contact for students, trainees, and scholars regarding formal education programs, the ITS, UTMB Schools, and admission processes. The ES provides essential administrative support for ITS training programs, faculty, and students, acting as a crucial administrative link between these programs and various UTMB departments. This role involves managing program materials, coordinating events, maintaining records, and supporting students and faculty through various academic and administrative processes.

Requirements

Bachelor's degree or equivalent
2 years of related experience

Nice To Haves

Knowledge of modern developments, trends, principles, practices, and theories in education and educational assessment, accountability, or evaluation specialty area.

Responsibilities

Serve as a point of contact for prospective and current students, trainees, and scholars regarding formal education programs, the ITS, UTMB Schools, and admission processes.
Provide administrative support for ITS training programs, faculty, and students/trainees/scholars.
Assist the ITS Office of Educational Programs (OEP) Director, OEP Manager, and Graduate Program Directors.
Act as the administrative link between ITS training programs and UTMB schools, Enrollment Services, and UTMB Schools.
Provide support to Faculty and ITS administrators regarding formal training programs.
Provide support for committees related to ITS education programs.
Manage special projects related to education and training programs.
Manage promotional material for the programs and prospective students (Open House, website, newsletter, marketing, etc.).
Provide organizational and administrative support for the programs (e.g., schedules meetings and seminars, graduate finances, course calendar, schedules graduate classes, events, room-bookings, e-Calendar, etc.).
Work with Student Information Systems, Financial Information Systems, and Human Resources Information Systems needed for the support of the education programs.
Ensure that Listserv messages reach the appropriate audience.
Attend regularly scheduled coordinator information sessions given by the Graduate School for Biomedical Sciences (GSBS).
Develop and maintain relationships with faculty, students, course participants, prospective students, and UTMB staff for promoting participation in OEP activities.
Maintain records/data, survey creation and deployment, and prepare reports for review and analysis of OEP Programs, courses, and seminars.
Assist OEP Director, Faculty, and Manager in oversight and reporting of federal, state, and private grant funding, including office financial accounts.
Handle day-to-day details (forms, processes, letters) for student activities, such as admissions, recruitment, orientation, internship placements, funding/fellowships, processing scholarship and award applications, stipend and award payments, registration, program and course registration, entering and changing grades, processing grades, thesis submissions, failures, degree audits, convocation lists, scheduling PhD Dissertation and Masters degree Thesis Defenses, Qualifying Examinations, and candidacy applications.
Reform Degree audits.
Advise students/trainees/scholars by helping them with questions about education program requirements and procedures, identifying appropriate resources, or referring them to Program Directors.
Keep students informed of deadlines and changes in regulations.
Serve as a point person and information source for all University and departmental policies and procedures relevant to graduate education and ITS training programs.
Support faculty with regard to education program activities (admissions, funding forms, etc.).