Admissions and Student Affairs Coordinator II - Academic Standards

Texas Medical Center-Houston, TX

Admissions and Student Affairs Coordinator II - Academic Standards

Location: Texas Medical Center-Houston, Texas


Category: Administrative/Office Support

McGovern Medical School at UTHealth Houston

Requisition #: 230002RH

The Office of Admissions and Student Affairs is seeking a diplomatic and articulate program coordinator to work with our Student Evaluation and Promotions Committee (SEPC) for medical students. This position encompasses various administrative responsibilities directly addressing the requirements and intent of our student policies and guidelines, assisting students in their understanding of evaluation and promotion processes that govern advancement and that define good standing at the medical school.

The successful candidate will have a background in policy creation and review, particularly those related to academic progress as well as student conduct, and will provide day-to-day support of leadership in enforcing policy, adherence to administrative process and procedures, understanding of systems and practices related to student rights and responsibilities, all in the context of student conduct in educational settings, intervention and support, due process, resolution of grievances, appeals and complaints. The coordinator will meet informally with students to mediate complaints when appropriate and to explain policies and processes as necessary. The candidate’s responsibilities will also include on-going case management, regular meetings with referred students to update records, provide on-going support and feedback, and assess progress. Ensures student compliance and follow-through with discussed plans.

The successful applicant will support and advise the administration and applicable committees regarding student discipline and conduct issues, regulatory procedures, judicial issues, and state and federal laws pertaining to students' due process rights and legal procedures. Additionally, the coordinator will review and verify student's background checks for those seeking clearance for university admissions and upon entry into the clinical arena in the third and fourth years of the curriculum. The coordinator will be responsible for the creation and maintenance of records and documentation of the work product of the SEPC and will prepare correspondence on the committee’s behalf delineating the outcomes of their review and deliberations on individual student’s cases.

The successful candidate will collect and compile data for the SEPC, prepare annual reports on all hearings by academic year and serve as the initial investigator for all student conduct incidents and grievances. Some travel required to attend conferences related to area of responsibility.

Ability to maintain confidentiality of student records as required by FERPA a MUST.

Must exhibit diplomacy in dealing with students, parents/family members, law enforcement personnel, and other campus constituents on sensitive and confidential cases. Must have strong interpersonal skills and a commitment to student development. Must have the ability to analyze information and quantitative data, and to apply relevant measurements in a productive way.

This position will require an employee to be on-site at our McGovern Medical School.

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

  • 100% paid medical premiums for our full-time employees

  • Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)

  • The longer you stay, the more vacation you’ll accrue!

  • Longevity Pay (Monthly payments after two years of service)

  • Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as…

  • Free financial and legal counseling

  • Free mental health counseling services

  • Gym membership discounts and access to wellness programs

  • Other employee discounts including entertainment, car rentals, cell phones, etc.

  • Resources for child and elder care

  • Plus many more!

Position Summary:

Plans and coordinates student services programs for admissions and student affairs.

Position Key Accountabilities:

  1. Provides overall coordination of select student services programs in order to ensure the achievement of its assigned goals and objectives. 2. Schedules deliveries of all program materials for programs supporting prospective students and applicants as well as current students in pre-clinical and clinical education.3. Participates in compilation of data and composition of reports to analyze program effectiveness, adherence to school, regional and national guidelines and preparation of program-related documents prepared for accreditation review for admissions and student affairs.4. Researches and analyzes data pertaining to national trends in undergraduate medical education specific to student services. Attends regional meetings and national conferences to stay abreast of best practices.5. Recommends and implements processes to improve services supporting student participation in ancillary programs at various clinical and training facilities, host institutions, and professional organizations.6. Assists deans and directors with preparation of official school documents written on behalf of students to support applications to external programs (E.g. summer programs, research internships, clinical externships and residency programs) and for licensure. 7. Participates and assists in examination processes and serves as liaison to external departments for administration of examinations including assignment of proctors, interfacing with the NBME to start and log examinations and any technical issue for computer-based examinations.8. Organizes and coordinates student orientations including badging, access to electronic platforms (myUTH, Canvas, etc), acquisition of proper clinical garments per facility, IT access for electronic medical records per facility and access to proper areas of clinical facilities.9. Performs other duties as needed.


Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.

Minimum Education:

Bachelor’s degree in related field or relevant experience in lieu of education.

Minimum Experience:

Three (3) years of directly related experience in an educational setting. Experience in Admissions and/or Student Affairs preferred.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas.

If you are looking for a great healthcare career in Houston, visit!

University of Texas Health Science Center at Houston (UTHealth)

Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth Houston is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth Houston includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.

UTHealth Benefits

UTHealth Houston offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Houston Office of Benefits Website.

Equal Employment Opportunity Statement

UTHealth Houston is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth Houston policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.

UTHealthHoustonhas adopted a policy consistent with CMS regulations to protect our patients and university community from exposure to COVID-19. This policy affects all employees, residents, fellows, students, contractors, new hires, visiting scholars program participants, adjunct faculty, and volunteers who work, train, or collaborate at the John S. Dunn Behavioral Science Center.

In addition, all UTHealthHouston​​​​​​​employees who are assigned to work at a location that is subject to the affiliated partner’s hospital, clinical offices, or agency are required to abide by UTHealth’sHoustonrules and regulations, as well as the affiliate’s rules and regulations, including COVID-19 vaccination and safety requirements.

Work location is based on the needs of the department and may be adjusted.