Executive Search Scheduling Coordinator

UTHealth Houston•Houston, TX

About The Position

The Executive Recruitment Engagement Program Coordinator plays a critical role in delivering a seamless, high-touch experience for executive candidates and hiring leaders throughout the recruitment process. This highly visible position is responsible for managing complex interview scheduling, coordinating executive calendars, arranging travel and accommodations, and overseeing all logistics associated with leadership-level recruitment activities. Serving as a key point of contact for candidates, executives, and stakeholders, this individual ensures every interaction reflects professionalism, hospitality, and exceptional customer service. The coordinator develops detailed interview itineraries, facilitates candidate communications, supports on-campus interview experiences, and provides real-time logistical support to ensure flawless execution. Success in this role requires exceptional organizational skills, meticulous attention to detail, strong communication abilities, and the ability to thrive in a fast-paced, high-profile environment where accuracy, discretion, and a positive candidate experience are paramount. Position Summary: This position is responsible for coordinating, communicating and reporting of Human Resources (HR) operational activities including cyclical and project-based assignments. The operations manager assumes accountability for providing high-level coordination support, driving the implementation of initiatives, and devising effective communication strategies. These tasks may require collaborating with cross-functional teams while utilizing technology solutions to monitor and advance progress. With a primary focus on cultivating positive employee experiences, the Human Resources Administration Program Manager actively seeks opportunities to optimize efficiency of human resources processes to deliver exceptional customer service and enhance the overall employee journey. They demonstrate resourcefulness in problem-solving, proactively manage multiple projects with meticulous attention to detail, and also contribute to compliance-related tasks such as analysis, coordination, and reporting. The operations manager will serve as a valuable resource in support of HR initiatives, ensuring that scheduled milestones are met.

Requirements

Demonstrates exceptional customer service.
Ability to analyze, investigate & interpret data, issues & situations.
Ability to plan organize and prioritize work while leveraging resources.
Leverage business knowledge to address complex issues while mitigating risk.
Create strong working relationships and influences change.
Ability to multitask and maintain focus to achieve timely results.
Ability to research, collect and organize data for analysis.
Excellence verbal and written communication skills.
3 years of directly related experience required

Nice To Haves

Professional in Human Resources (PHR) by Human Resource Certification Institute (HRCI) preferred
Experience in an academic healthcare setting preferred

Responsibilities

Manage high-level meeting coordination and facilitation by ensuring all logistical aspects are organized and communicated concisely.
Coordinate and develop follow-up communication post meetings to stakeholders, fostering effective collaboration and ensuring clear documentation of key decisions and action items.
Manage and create effective communication strategies to support information flow from HR to stakeholders while ensuring a strong focus on achieving strategic outcomes.
Deliver engaging, informative and well-organized presentations to support project objectives and outcomes.
Demonstrate resourcefulness in problem-solving, identifying and addressing issues that may arise during HR operational activities to include analyzing problems, proposing solutions, and implementing appropriate measures to overcome challenges.
Work collaboratively with cross-functional teams to identify and mitigate process gaps and issues through active listening and probing resulting in mutual understanding.
Facilitate process mapping and design sessions with cross-functional teams and SMEs to document current state processes while also identifying process gaps, integration opportunities and efficiencies.
Independently gathers information from a variety of sources; to analyze, interpret, and summarize data gathered, and to deliver meaningful insights to the HR leadership team and other organizational stakeholders.
Collaborate across other functional areas within and outside of the Human Resources department regarding process improvement, service levels and customer service initiatives.
Assist in the execution of HR projects by supporting coordination of project resources, liaising with project stakeholders to collect and disseminate project information to include status reports and progress updates and helping to ensure scheduled milestones are met.
Facilitates development and execution of audits to maintain data integrity on an ongoing bases and to ensure adherence to procedures while identifying continuous improvement opportunities.
Performs other duties as assigned.