ECFMG
  • Houston Center
  • Houston, TX, USA
  • Full Time

ECFMG offers competitive compensation and excellent benefits including generous coverage for health, dental and vision insurance, 15% employer contribution to retirement, 100% tuition reimbursement, and many other great benefits. ECFMG is an equal opportunity employer.


The Clinical Skills Evaluation Collaboration (CSEC) seeks an IT Support Specialist/Facilities Office Coordinator in the Houston, Texas center.

CSEC, a collaboration of the NBME and ECFMG which administers the USMLE Step 2 Clinical Skills Examination for physician licensure, is seeking a talented, team-oriented individual to join the full-time professional staff as an IT Support Specialist/Facilities Office Coordinator.

The IT Support Specialist/Facilities Office Coordinator will primarily responsible for providing support and service for desktop and laptop related hardware, software, and network, as well as supporting the administration of Step 2 CS.

They will also serve as the liaison between CSEC and building maintenance, and other related vendors to ensure appropriate maintenance of the Center. Perform clerical and administrative tasks. Assist with the management and reconciliation of Center finances; prepare exam materials, coordinate building security and access, and serve as an Administrator on Duty (AOD) for the USMLE Step 2 CS. The IT Support Specialist/FOC will also serve as back-up Control Room Operator and Proctor; assist with the recruiting, scheduling and/or training of receptionists; control the Center traffic flow; and act as Events Coordinator for the Center.

SKILLS

  • A solid understanding of network protocols and configurations (TCP/IP, DHCP, DNS, LAN, WAN)
  • Strong familiarity with multiple peripherals (e.g. printers, scanners, etc.), their use and desktop integration
  • Flexibility; ability to react and respond in a timely manner  to off-hour emergencies
  • Ability to exercise good judgment in determining work priorities and approaches to problem solving
  • Ability to lift and move up to 60 pounds on a consistent basis (e.g. computers, monitors, printers, etc.), able to walk (to end user stations) and bend (to install and connect equipment)
  • Exceptional interpersonal and administrative skills
  • Strong vendor negotiation and follow-up skills
  • Excellent verbal and written communications skills
  • Detail-oriented
  • Planning and organizational skills
  • Office technology skills
  • Proficient in Microsoft Office, especially, Outlook, Word and Excel
  • Proficient at cash management and invoice reconciliation
  • Ability to train and schedule receptionists
  • Ability to work independently and perform multiple-tasks
  • Ability to work respectfully and effectively with international population for who English is a second language

RESPONSIBILITIES

Information Support Specialist

  • Perform preventative maintenance; includes inspection and cleaning of workstations, printers, and peripherals.
  • Complete weekly system data backups. Coordinate with vendors for tape deliveries and pickup.
  • Assist Client Services with maintaining accurate documentation and inventory on computer hardware, software, and audiovisual equipment.
  • Setup and test presentation equipment and materials in conference room, orientation room, and central station for application training, orientations, workshops, company-wide all employee meetings, etc. Ensure video conference connectivity and assist in resolving issues before meetings.
  • Perform daily checks on exam video availability using audio/visual application.
  • Coordinate hardware repairs with vendors when appropriate (e.g. Dell, Whitlock)
  • In coordination with Systems Administrators, assist with network software installation and testing, hardware upgrades, network and server problem troubleshooting. Assist with IT Operations Center with 1st Thursday maintenance and software deployment.
  • In coordination with Client Services, assist with desktop related software and hardware upgrades and troubleshooting.
  • Contact Help Desk to assist with end-user password resets.
  • Perform all other duties as assigned by Client Services Manager and IT Operations Manager.

Facilities/ Office Coordinator

  • Coordinates the maintenance of CSEC Center with building maintenance including HVAC system, equipment, and supplies. Obtains approval from management for all fee services
    • Negotiates and coordinates cleaning services to ensure Center cleanliness, ensure contract compliance and cleaning schedule
    • Order all necessary supplies for Center and exam administration and ensure adequate quantity of supplies
    • Maintain record of Center equipment, contracts, and warranties
    • Assess needs and makes recommendations to appropriate manager for new/additional equipment
    • Works with Center Management to plan and coordinate non-CSEC uses of test center approval from Director of Center Operations
  • Performs clerical/administrative tasks to include:
    • Preparation of daily exam materials including distribution, reconciliation, and storage
    • Transfer of patient notes to Central Office for centralized scoring to ensure confidentiality and reconciliation of all examinee materials
    • Forwarding examinee address changes to Central Office
  • Acts as Administrator on Duty
    • Works with Trainer on Duty, Proctors, Control Room Operators, and other staff to ensure exam is administered in compliance with established policies and procedures. Composes and submits incident reports
  • Monitors CSEC Center Security
    • Identifies and reports any security concerns to building security guard and Center Management
    • Responsible for distributing and securing keys and swipe cards and arranges for appropriate employee access
    • Weekly audit of exam materials
  • Financial responsibilities include:
    • Obtains appropriate management and/or HR approvals for all financial transactions within the center and maintains necessary supporting documentation (i.e. building maintenance, events, supplies, etc.)
    • Records and reconciles expenses in coordination with Center Management
    • Secures petty cash and obtains management approval for all transactions. Reconciles transactions with Finance Department
    • Coordinates travel, hotel accommodations, conference registrations, and reimbursement process for CSEC staff
    • Negotiates local hotel rates
  • External vendor responsibilities include:
    • Negotiates and partners with external vendors to ensure the best rates, quality and in a timely manner service with supplies, equipment, laundry, cleaning, catering, maintenance, security, etc.
    • Obtains Management approval for all vendor financial decisions including building maintenance
    • Negotiates and partners with local venues, caterer, DJ, etc for all Center events and obtains management and HR approval prior to finalizing any commitments (i.e. Holiday Party, Family Event/Picnic and Spring Fling)
  • Receptionist/Front Desk coverage
    • Act as receptionist when coverage is necessary
    • Greets examinees, arranges examinees catering, prepares coffee for examinees, and handles all telephone calls/inquiries
    • May assist in the recruiting, training and scheduling of part-time as-need reception staff
  • Act as Events Coordinator for CSEC Center
    • Researches and negotiates venues, caterers, DJ's, etc for all ECFMG Events for the Center
    • Obtains approval from Center management and Human Resources before finalizing any services
    • Coordinates the RSVPs, invitations, ticket sales, decorations, communications, etc along with any volunteers employees for all Center events
  • General responsibilities include:
    • Cross-trained to work as a back-up Control Room Operator and Proctor
    • Responsible for receiving and distributing center mail, preparing and sending outgoing mail, packages and overnight shipments
    • Purchases and manages Center postage
    • Coordinates and posts CSEC Administrative Calendar for Test Center
  • Available to work as exam requires including evenings and weekends
  • Performs other duties as assigned

QUALIFICATIONS

  • Minimum of 5 years experience as office coordinator, facilities coordinator, administrative assistant or executive secretary
  • Experience negotiating with vendors and follow-up with service providers
  • Event planning
  • Receptionist experience, particularly proficient answering and processing telephone calls from multiple telephone lines
  • Experience in medical education and/or testing administration preferred
  • Exposure to high-pressure, deadline oriented environment
  • 3+ years of Desktop Support experience. 3+ years of Windows XP experience. Windows 7 experience a plus.

EDUCATION

  • Bachelor's Degree or equivalent work experience.
  • COMPTIA A+, MCP, MCSE, MCDST, Dell hardware, certifications are a plus.
ECFMG
  • Apply Now

  • * Fields Are Required

    What is your full name?

    How can we contact you?

    By clicking the button above, I agree to ApplicantPro's Applicant Information Use Policy.

  • Sign Up For Job Alerts!

  • Share this Page
  • Facebook Twitter LinkedIn Email
.
On-line Services Programs About ECFMG f Logo News Resources