Administrative Coordinator - Visiting Education

The University of Texas Medical Branch; Galveston (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

The University of Texas Medical Branch (UTMB Health) in Galveston seeks an organized Clerical & Administrative Support professional to provide professional guidance, supervision, and coordination in the department's administrative duties.

This role develops and implements compliance processes for visiting programs, conducts audits, maintains records, processes access requests in Tivoli, and ensures NDAs are reviewed and signed, contributing to a compliant and efficient operation.

Qualifications

• Bachelor's degree or equivalent in a related field; 2 years of related experience.
• Preferred qualifications include familiarity with computers and customer service to meet quality and satisfaction goals.

Responsibilities

• Develop and implement a compliance checklist for visiting programs.
• Conduct regular audits to measure program compliance.
• Coordinate visitor clearance, including background checks and health screenings with UTMB Security Office and Employee Health.
• Ensure visitors complete required training modules relevant to their visit.
• Maintain records of clearance and training completion for all visitors.
• Prepare reports summarizing compliance levels and concerns.
• Process access requests in Tivoli and manage NDAs.

Skills

Customer service

Computer systems experience

Education

Bachelor's degree or equivalent in a related field

Job description

Minimum Qualifications

Bachelor's degree or equivalent in a related field; 2 years of related experience.

Preferred Qualifications

• Familiar with using computers and computer systems (including hardware and software) to enter data or process information.
• Experience with customer service to meet quality and satisfaction goals.

Job Description

To provide professional guidance, supervision, and coordination in the administrative duties of a department.

Job Duties

• Develop and implement a compliance checklist for visiting programs.
• Conduct regular audits to measure the level of compliance for each program.
• Ensure all visitors complete the necessary clearance procedures, including background checks and health screenings by liaising with UTMB Security Office and UTMB Employee Health.
• Verify that visitors have completed required training modules relevant to their visit.
• Maintain records of clearance and training completion for all visitors.
• Prepare reports summarizing compliance levels and any areas of concern.
• Document any incidents or issues that arise during the program and the actions taken to address them.
• Collect feedback from visitors and internal departments on compliance processes. And analyze feedback to identify areas for improvement and implement changes as needed.
• Manage and process requests for access in Tivoli (including email and view-only access).
• Review and submit Nondisclosure Agreements (NDAs).
• Order and reconcile background checks for visitors, ensuring all necessary checks are completed in a timely manner.

Salary Range

Commensurate with experience

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Primary Location

United States-Texas-Galveston

Work Locations

0133 - Administration Bldg

Job

Clerical & Administrative SupportRegular

Shift

Standard

Employee Status

Non-Manager

Job Level

Day Shift

Job Posting

Jul 29, 2026, 5:21:17 PM