Administrative Specialist

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas - Health Science Center

Division: HSC-Provost & Exec VP

Sub Division-Department: HSC-Texas Coll of Osteopathic Med

Department: HSC-Medical Education-300760

Job Location: Fort Worth

Salary: $17.00/hour

FTE: .500000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

Through innovative curricular designs, early clinical experiences, and mentorship, the department is focused on producing highly competent, caring, and compassionate Family Medicine physicians, helping reduce the shortage of primary care physicians in our Texas communities. Our multidisciplinary faculty manage the curriculum for Year 1 and 2 and specialty core rotations for Year 3.

Position Overview

The Department of Medical Education and Health Systems Science is seeking a highly organized and detail oriented Administrative Specialist to provide comprehensive operational, instructional, and technical support for the Patient Safety Certification Course. This role is integral to the successful delivery of the course across twelve (12) two week cohorts annually, including six (6) back to back cohorts, and supports approximately 220 third year medical students each academic year.

The Administrative Specialist works closely with the Course Director, faculty, Clinical Education, and external partners, including the Institute for Healthcare Improvement (IHI) and the Certification Board for Professionals in Patient Safety, to ensure seamless course delivery, certification compliance, and student success. This position requires strong written communication skills, advanced proficiency with Canvas and related instructional technologies, and the ability to manage multiple concurrent workflows in a fast paced academic environment.

Responsibilities include real time support during live class sessions; extensive pre cohort preparation; student onboarding and communication; coordination of certification exams, accommodations, and retake processes; attendance and compliance tracking; and post cohort grading and closeout activities. The role also involves regular consultation with IHI, scheduling and managing Zoom sessions, monitoring assignment and exam submissions, following up on missing documentation, updating learning management system content, and maintaining accurate academic and operational records.

This position requires a high level of initiative, attention to detail, and collaboration, as well as the flexibility to support time sensitive tasks, including limited evening or weekend responsibilities related to certification exam completion and posting.

Minimum Qualifications

Bachelor's degree or any equivalent combination of education and experience.

Knowledge, Skills and Abilities

• Exceptional customer service skills.
• Intermediate Microsoft Office skills.
• Knowledge of accounting/budgeting procedures.
• Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
• Ability to conceptualize, plan and organize multiple assignments effectively.
• Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Skill in developing and maintaining good working relationships.
• Knowledge of policies, practices, procedures and terminology of assigned function.

Job Duties

• Provide real‑time technical and instructional support during the MEDE 7212 Patient Safety Course, including Canvas, Microsoft Forms, quizzes, and chat monitoring.
• Prepare and manage student cohorts by coordinating enrollments, rosters, and access with Clinical Education and Canvas administrators.
• Support students with certification‑related access and technical issues by working directly with IHI and PSI exam representatives.
• Send and manage student communications, including welcome emails, access codes, Zoom links, and reminders.
• Track student attendance, participation, assignments, and required documentation to ensure course completion.
• Set up, assign, and monitor all course assessments, surveys, and exams within Canvas.
• Schedule and support exam review sessions and certification exam retakes, including Zoom coordination and follow‑up communication.
• Maintain and update course materials and shared files in Canvas and Microsoft Teams. 
• Assist with grading processes, grade submission, and end‑of‑cohort closeout activities.
• Work closely with the Course Director and faculty to ensure smooth daily operations and resolve student issues.

Physical Requirements

• Communicating with others to exchange information.

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

Monday - Friday, as required to meet the academic schedule.

Driving University Vehicle

No

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. 

Benefits

For information regarding our Benefits, click here.

EEO Statement

The University of North Texas System is firmly committed to equal opportunity and does not permit –and takes actions to prevent – discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.