In the Department of CV Sciences, the Sr. Academic Coordinator position is responsible for providing highly skilled technical and staff support services which span across research and academic settings. This position will make sound judgments and function independently. The Sr. Academic Coordinator position prepares and schedules weekly scientific meetings, conferences, guest speakers, faculty candidates, assists in updating lab and department websites, coordinates webcast show, takes minutes for several meetings, and leads marketing efforts, among other high level administrative tasks. Related duties for the Sr. Academic Coordinator position involve assembling, preparing and distributing materials for meetings to provide all attending with appropriate information and working with several offices to accomplish department goals.

Ideal applicants will have a bachelor’s degree and 5 years of experience in an administrative capacity at an academic setting.

PATIENT AGE GROUP(S) AND POPULATION(S) SERVED
Refer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
  • INTEGRITY: We are honest and ethical in all we say and do.
  • COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
  • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
  • RESPECT: We treat every individual as a person of worth, dignity, and value.
  • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Displays cultural humility, diversity, equity and inclusion principles

• Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

PEOPLE ESSENTIAL FUNCTIONS

• Facilitates open, professional (verbal, nonverbal, written) communication to achieve mutual understanding. Communication to promote both work efforts and problem resolution is clear and professional, providing the highest quality service during every customer encounter.

• Contacts speakers and presenters, identified by physician, to solicit participation in monthly continuing education sessions throughout the year. Plans and books speakers for professional meetings, assisting with travel arrangements.

• Collaborates to foster healthy relationships in the work environment such as mitigation of conflict. Contributes to improvement of department scores for employee engagement.

SERVICE ESSENTIAL FUNCTIONS

• Organizes and expedites the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload. Takes minutes of academic meetings or conferences as requested.

• Prepares and researches grant applications, manuscripts, and proposals while using appropriate software. Gathers research data from individuals participating in the grant proposals and conducts literature searches relating to the grant submission. Manages timelines for submitting the grant proposals and ensure proposals are submitted on time.

• Completes special projects such as Grand Rounds for department and assists with appointments for International patients at Houston Methodist (HM).

• Composes, proofs, types, and distributes routine letters, reports, spreadsheets, presentations, and related materials to assure timely routine or answering of correspondence. Independently assembles, prepares and distributes materials for meetings to provide all attending with appropriate information.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Performs data management and analysis with little supervision. Conducts data analysis and creates reports and spreadsheets using various software, based on department needs or deliverables, in order to track benchmarks and make recommendations for change. Utilizes technology resources for assigned duties.

• Ensures quality and timely execution of deliverables. Coordinates multiple deadlines including but not limited to reports and presentations. Utilizes technology resources to conduct research for assigned tasks. Participates in performance improvement activities to support department/entity goals.

FINANCE ESSENTIAL FUNCTIONS

• Identifies funding sources and obtains funding for sessions. May have budget responsibility for reconciling the budget and developing reports related to the Grand Rounds.

• Reconciles budget and generates reports.

• Uses resources efficiently; does not waste supplies. Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.

• Contributes towards meeting department financial targets through optimizing efficiency and other areas according to department specifications. Provides recommendations to reduce expenses.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.

• Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the My Development plan on an on-going basis. Ensures own career discussions occur with appropriate management.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION

• Associate degree. In lieu of associate's degree, an additional two years' academic coordinator experience in addition to the minimum experience required below

• Bachelor's degree preferred

WORK EXPERIENCE

• Five years experience in an academic setting

LICENSES AND CERTIFICATIONS - REQUIRED

• N/A

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations

• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security

• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles

• Advanced knowledge of all Microsoft Applications, including; word processing, spreadsheet, and graphics software

• Must be familiar with research software systems, such as MORTIE and Reference Manager Software

• Ability to function independently and work well as cross-functional and interprofessional teams

• Must have well-developed organizational skills

• Attention to detail with a high priority for timely and accurate information

• Knowledgeable about the format for grant submission required by each funding source, i.e. NIH, private foundations

• Must have in-depth knowledge on proper Manuscript formatting, e.g. footnotes, referencing, page numbering, margins, line spacing, headings and proper insertion of technical charts and graphs

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform No
• Scrubs No
• Business professional Yes
• Other (department approved) No

ON-CALL*
*Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL**
**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area Yes
• May require travel outside Houston Metropolitan area Yes

Houston Methodist Research Institute was formed in 2004 to rapidly and efficiently translate discoveries made in the laboratory and the clinic into new diagnostics, therapies, and treatments. The research institute was created to provide the infrastructure and support for these endeavors, and to house the technology and resources needed to make innovative breakthroughs in important areas of human disease. A 540,000 square foot building dedicated to research, the research institute houses over 1,500 staff and trainees, 284 principal investigators and has more than 570 ongoing clinical trials.