Description

UTHealth's Human Resources department is seeking a dynamic and organized individual to fill the role of an Executive Recruitment, Leadership & Learning Coordinator. This role provides comprehensive administrative support to the Executive Recruitment, Leadership & Learning team within the UTHealth Houston Human Resources department. This team is responsible for managing interviews, selection, and hiring processes for Management Administrative and Professional (MAP) and Academic Administrative and Professional (AAP) positions, as well as some Faculty leadership positions, and designing and delivering leadership development programs across the university. This self-starter will act decisively and independently while communicating frequently with executive leadership and maintaining strong relationships with various business partners.

The Executive Recruitment, Leadership & Learning Coordinator plays a key role in supporting the coordination of departmental and university-wide recruitment and training of executive leaders by maintaining strong relationships with internal stakeholders and business partners. The role's responsibilities include scheduling interviews and meetings, identifying and securing venues, ordering materials and supplies, preparing agendas and candidate materials, coordinating travel and expense reimbursements, and assisting with onboarding logistics. The person in this role must maintain strict confidentiality.

The role also includes financial tasks such as processing invoices, purchase orders, and supply orders. This position requires advanced proficiency in Microsoft Office (Excel, PowerPoint, Teams) and familiarity with video conferencing tools to support both in-person and virtual interviews.

The ideal candidate will be a tech-savvy professional who can utilize all the tools in MS Office necessary in today's recruiting climate, including expert skills in Excel, PowerPoint, and Teams, to create spreadsheets and departmental reports. Additionally, knowledge of video meeting technology is needed as they will schedule both in-person and virtual interviews.

This position will be based at the University Center Tower, located at the corner of Fannin and Pressler. It is a non-exempt, full-time role that keeps standard hours during a typical workweek. It will be eligible for all UTHealth benefits, including healthcare coverage and participation in the State of Texas retirement plan. You will work remotely from home on quite a few days, but there are times when the team needs to come into the office to help manage the candidate process.

What we do here changes the world. UTHealth Houston is Texas's 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. 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 equate 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!

• 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 Key Accountabilities:

• Provides ongoing administrative and logistical support for the executive search process, assisting the executive recruiting team, hiring leaders, search committee members, and departmental administration.
• Provides ongoing administrative and logistical support for the leadership development process, assisting the leadership and learning team, hiring leaders, and departmental administration.
• Coordinates search committee and candidate interviews and meetings, and events by securing venues, scheduling conference rooms, sending invitations, and performing other administrative tasks such as arranging refreshments and equipment as needed.
• Coordinates leadership and learning program meetings and events by securing venues, scheduling conference rooms, sending invitations, communications, and other administrative tasks such as arranging refreshments and equipment as needed.
• Collaborates with Executive Recruitment and the Leadership and Learning team to deliver administrative support and ensure employment and leadership training practices comply with University, State, and Federal guidelines.
• Prepares and distributes meeting minutes and helps maintain the open positions report and accounts payable report.
• Partners with the executive recruitment team to manage the candidate journey through the search process, from scheduling interviews to onboarding new employees.
• Reviews candidate resumes, manages tasks in the applicant tracking system, and generates recruitment reports. Partners with recruiters to ensure candidates are properly tracked and processed in Taleo.
• Works with pre-employment personnel to ensure a smooth transition for new MAP/AAP hires, while partnering with recruitment on advising applicants on required steps.
• Responds to general and complex inquiries, resolving issues and managing email and telephone correspondence within established guidelines.
• Builds partnerships with job candidates, external recruiters, agencies, and HR professionals to support departmental hiring needs.
• Performs other duties as assigned.

Certification/Skills:

• Excellent interpersonal, verbal, and written communication skills
• Strong organizational, time management, and planning abilities.
• Ability to function, prioritize, and multitask effectively
• Excellent problem-solving, critical thinking, and decision-making skills.
• Ability to exercise sound judgment in decision-making
• Must have proficient skills in Microsoft suite-based programs
• Ability to act with integrity, professionalism, and confidentiality
• Ability to maintain the highest level of discretion, integrity, and confidentiality
• Ability to work independently and self-manage, and work well as part of a team.

Minimum Education:

High School Diploma or equivalent required, Bachelor's Degree preferred

Minimum Experience:

3 years of related work experience required Advanced experience with scheduling, maintaining calendars, and travel itineraries required Prior experience preparing meeting materials or general reports required

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 position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum q ualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.

Residency Requirement:

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