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Program Coordinator

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Texas Tech University

1mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • El Paso

AI generated summary

  • You need a high school diploma plus 6 years of experience (or a Bachelor’s), be bilingual, proficient in MS Office, manage multiple tasks, handle calls, and maintain complex records.
  • You will organize events, manage communications, coordinate travel, schedule appointments, maintain records, assist with meetings, and support the team while adhering to departmental policies and values.

Requirements

  • High school plus six years experience in related field
  • Additional education may substitute for experience on a year for year basis
  • Bachelor’s Degree
  • Bilingual
  • Proficient with Microsoft Office software.
  • Be able to handle various tasks simultaneously.
  • Answer multi-line phone system.
  • Can skillfully direct phones calls to appropriate sources for assistance.
  • Ability to keep or to supervise the keeping of complex records; to assemble and organize data of a complex nature; and to prepare and submit required reports from such records.

Responsibilities

  • Research, plan, and organize all project ECHO.
  • Program and organize all yearly series for project ECHO.
  • Host all project ECHO events.
  • Plan, generate links, and host all zoom webinars.
  • Contact presenters to make sure all documents are done by the guidelines.
  • Answers phones.
  • Processes incoming and outgoing correspondence and tracks status of all correspondence.
  • Draft, proof, edit correspondence, independently for understandability, grammar, punctuation and spelling, replies to correspondence as assigned.
  • Correspondence is handled appropriately and efficiently.
  • Uses rules of professional writing in proof work.
  • Uses proper grammar and punctuation when composing correspondence on behalf of the department, staff and project.
  • Coordinates travel arrangements for all members of the CPAN group and resolves problems as appropriate.
  • Prepares their travel applications and vouchers; maintains a spreadsheet log of travel expenses, reimbursements, etc.
  • Travel itineraries and reimbursements are processed accurately and timely in accordance with TTUHSC El Paso, CPAN Project and Psychiatry Departmental guideline.
  • Coordinates, prioritizes, and schedules routine and emergency appointments in person and virtual.
  • Staff of the CPAN Project are made aware of appointments, in person or virtual in a timely and efficient manner.
  • Scheduling virtual visits via EMR.
  • Coordinates and maintains filing / record keeping systems.
  • Files and or records are easily accessed and in organized for easy retrieval of information.
  • Coordinates all outreach events for new/enroll providers in our regions.
  • Assures staff have necessary information for meetings, conferences, and other activities.
  • Prepares agenda, gathers documents and information, and prepares minutes for meetings as requested.
  • Minutes are prepared in timely fashion.
  • Necessary information is accurate, timely, and of value.
  • Completes special assignments with some latitude to exercise independent judgment.
  • Assists with planning and implementation, as required. Assigned work is thorough and prepared by deadlines.
  • Responsible for issuing, monitoring and purchasing supplies for the department, and maintaining inventory records and restocking supply.
  • Other duties as requested by the Program Director and Staff with Operations that will support the departmental staff and departmental daily operations (as assigned).
  • Assist the director with administrative duties with efficiency and timelines.
  • Adhere to all TTUHSCEP policies, procedures and processes.
  • Personally demonstrate, display, and act in accordance with TTUHSCEP’s values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork).
  • Actively promote and encourage staff across the institution.

FAQs

What are the main responsibilities of the Program Coordinator?

The main responsibilities include researching, planning, and organizing projects for ECHO, hosting events, managing correspondence, coordinating travel arrangements, scheduling appointments, maintaining records, and preparing meeting agendas and minutes.

What are the required qualifications for this position?

The required qualifications include a high school diploma plus six years of experience in a related field. Additional education may substitute for experience on a year-for-year basis.

Is a Bachelor’s degree preferred for this role?

Yes, a Bachelor’s degree is preferred for the Program Coordinator position.

Is bilingual proficiency a requirement for this job?

While bilingual proficiency is listed as a preferred qualification, it is not a requirement.

What software skills are necessary for this position?

Proficiency in Microsoft Office software is necessary for this role.

Will I need to answer phones in this position?

Yes, answering phones and managing a multi-line phone system is part of the job duties.

Does this position involve travel?

No, this position does not require travel.

What types of events will the Program Coordinator host?

The Program Coordinator will host project ECHO events and manage Zoom webinars.

How will I be evaluated for my performance?

Performance will be evaluated based on the ability to research, organize, and execute tasks efficiently, adhere to departmental guidelines, and demonstrate the institution’s values, including service, respect, accountability, integrity, advancement, and teamwork.

Are there any special assignments or additional duties?

Yes, the Program Coordinator may complete special assignments with some latitude to exercise independent judgment and assist with planning and implementation as required.

What kind of records will I be responsible for keeping?

You will be responsible for maintaining a filing and record-keeping system that allows for easy access and retrieval of complex records and data.

What is the expected shift for this position?

The expected shift is during the day.

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Texas Tech University

From Here, It's Possible.™

Education
Industry
1001-5000
Employees

Mission & Purpose

A new era of excellence is dawning at Texas Tech University as it stands on the cusp of being one of the nation's premier research institutions. Research and enrollment numbers are at record levels, which cement Texas Tech's commitment to attracting and retaining quality students. In fall 2020, the university achieved a goal more than a decade in the making, reaching a total student population of more than 40,000. In 2018, the Carnegie Classification of Institutions of Higher Education again placed Texas Tech among its top doctoral universities in the nation in the “Very High Research Activity” category. Texas Tech is one of 94 public institutions nationally and 131 overall to achieve this prestigious recognition. Quality students need top-notch faculty. Texas Tech is home to a diverse, highly revered pool of educators who excel in teaching, research and service. The university strives to foster an environment that celebrates student accomplishment above all else. Texas Tech is large enough to provide the best in facilities and academics but prides itself on being able to focus on each student individually. The momentum for excellence at Texas Tech has never been greater.

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