Executive Search Scheduling Coordinator

UTHealth Houston; Houston (TX); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

100% paid medical premiums for full‑t‑

Generous time off (holidays, leave, ~>

Longevity Pay

Retirement/pension plan

Financial and legal counseling (free)

Mental health counseling (free)

Gym discounts and wellness programs

Employee discounts (Entertainment, car

Job summary

UTHealth Houston is seeking an Executive Recruitment Engagement Program Coordinator to deliver a seamless, high-touch candidate experience and to manage complex interview scheduling and leadership-level logistics.

In this role, you will coordinate calendars, travel, and accommodations while maintaining professionalism and strong customer service in a fast-paced environment within Texas’ healthcare education and research community.

Qualifications

• Bachelor's Degree in a related discipline required.
• 3 years of directly related experience required.
• Experience in an academic healthcare setting preferred.

Responsibilities

• Coordinate high-level meeting scheduling and follow-up, ensuring documented decisions.
• Develop and implement HR communication strategies to stakeholders.
• Identify and resolve issues in HR operations through problem-solving.
• Collaborate with cross-functional teams to close process gaps.
• Lead process-mapping sessions to document current-state processes.
• Gather, analyze, and summarize data to provide insights to HR leadership.
• Support project coordination and milestone tracking.
• Assist in HR audits to maintain data integrity and compliance.
• Perform other duties as assigned.

Skills

Customer service

Data analysis

Prioritization

Risk mitigation

Relationship building

Multitasking

Data collection

Verbal and written communication

PHR preferred

Education

Bachelor's Degree in a related discipline

Job description

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.

The Executive Recruitment Engagement Program Coordinator plays a critical role in delivering a seamless, high-touch experience for executive candidates and hiring leaders throughout the recruitment process. This highly visible position is responsible for managing complex interview scheduling, coordinating executive calendars, arranging travel and accommodations, and overseeing all logistics associated with leadership-level recruitment activities.

Serving as a key point of contact for candidates, executives, and stakeholders, this individual ensures every interaction reflects professionalism, hospitality, and exceptional customer service. The coordinator develops detailed interview itineraries, facilitates candidate communications, supports on-campus interview experiences, and provides real-time logistical support to ensure flawless execution. Success in this role requires exceptional organizational skills, meticulous attention to detail, strong communication abilities, and the ability to thrive in a fast-paced, high-profile environment where accuracy, discretion, and a positive candidate experience are paramount.

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:

This position is responsible for coordinating, communicating and reporting of Human Resources (HR) operational activities including cyclical and project-based assignments. The operations manager assumes accountability for providing high-level coordination support, driving the implementation of initiatives, and devising effective communication strategies. These tasks may require collaborating with cross-functional teams while utilizing technology solutions to monitor and advance progress. With a primary focus on cultivating positive employee experiences, the Human Resources Administration Program Manager actively seeks opportunities to optimize efficiency of human resources processes to deliver exceptional customer service and enhance the overall employee journey. They demonstrate resourcefulness in problem‑solving, proactively manage multiple projects with meticulous attention to detail, and also contribute to compliance‑related tasks such as analysis, coordination, and reporting. The operations manager will serve as a valuable resource in support of HR initiatives, ensuring that scheduled milestones are met.

Position Key Accountabilities:

• Manage high‑level meeting coordination and facilitation by ensuring all logistical aspects are organized and communicated concisely. Coordinate and develop follow‑up communication post meetings to stakeholders, fostering effective collaboration and ensuring clear documentation of key decisions and action items.
• Manage and create effective communication strategies to support information flow from HR to stakeholders while ensuring a strong focus on achieving strategic outcomes. Deliver engaging, informative and well‑organized presentations to support project objectives and outcomes.
• Demonstrate resourcefulness in problem‑solving, identifying and addressing issues that may arise during HR operational activities to include analyzing problems, proposing solutions, and implementing appropriate measures to overcome challenges.
• Work collaboratively with cross‑functional teams to identify and mitigate process gaps and issues through active listening and probing resulting in mutual understanding.
• Facilitate process mapping and design sessions with cross‑functional teams and SMEs to document current state processes while also identifying process gaps, integration opportunities and efficiencies.
• Independently gathers information from a variety of sources; to analyze, interpret, and summarize data gathered, and to deliver meaningful insights to the HR leadership team and other organizational stakeholders.
• Collaborate across other functional areas within and outside the Human Resources department regarding process improvement, service levels and customer service initiatives.
• Assist in the execution of HR projects by supporting coordination of project resources, liaising with project stakeholders to collect and disseminate project information to include status reports and progress updates and helping to ensure scheduled milestones are met.
• Facilitates development and execution of audits to maintain data integrity on an ongoing bases and to ensure adherence to procedures while identifying continuous improvement opportunities.
• Performs other duties as assigned.

Certification/Skills:

• Demonstrates exceptional customer service.
• Ability to analyze, investigate & interpret data, issues & situations.
• Ability to plan organize and prioritize work while leveraging resources.
• Leverage business knowledge to address complex issues while mitigating risk.
• Create strong working relationships and influences change.
• Ability to multitask and maintain focus to achieve timely results.
• Ability to research, collect and organize data for analysis.
• Excellence verbal and written communication skills.
• Professional in Human Resources (PHR) by Human Resource Certification Institute (HRCI) preferred

Minimum Education: Bachelor's Degree in a related discipline required May substitute required education with equivalent years of experience beyond the minimum experience requirement. Minimum Experience: 3 years of directly related experience required Experience in an academic healthcare setting 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 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 qualification 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.