Coordinator/Staff Advisor, Health Professions Program

Job Title: Coordinator/Staff Advisor, Health Professions Program
Position Number: FT-PROF-COSM-05182017
Departments: College of Science and Mathematics
Reports To: Dean, College of Science and Mathematics
Job Status: Non-Exempt

Position Summary

This position is responsible for facilitating the advising of students interested in pre-health professions, promotion of recruitment of new science/mathematics majors, maintaining accurate pre-health student application records, and maintaining current information on pre-health professions.

Job Responsibilities

Health Professions Office

Obtain current resources on professional programs and disseminate information to faculty, current and prospective students.

  • Gather information from websites of professional schools, and from printed promotional material obtained at the annual TAAHP meeting.
  • Reorganize information into handouts for HBU students, faculty and electronic distribution.

Assist with the Personal Essay, Application, and Interview Workshops:

  • Schedule workshops
    • Coordinate dates with the Faculty Liaison
    • Reserve Rooms through ‘Create an Event’ located in HuskyNet.
  • Prepare and distribute publicity materials for workshops
    • Place announcements on HBU e-newsletters
    • Prepare flyers to post around campus.
    • Inform AED of details to be advertised during meetings, and other publicity avenues.
  • Update electronic versions of forms for student folders before placing on Blackboard. Students will download forms, fill them out electronically, print and submit to health professions office by the chosen date.
  • During workshops assist the Faculty Liaison with presentations and requirements for applying to health professions graduate programs.
  • After workshops, coordinate with the Faculty Liaison and upload power point presentations and any other relevant information to Black Board.
  • Review and update links to application services, admissions test, and other helpful information on Blackboard.
  • During application process, work with the Faculty Liaison to send email updates, reminders of important dates and other relevant information to applicants using Black Board email system.
  • Accept completed student forms and allow applicants to sign up for mock interview time slot.

Prepare applicant files for students applying to professional schools:

  • At chosen time, applicants will turn in all documents to Health Professions Office. Create file for each student and place documents in files. Allow applicants to choose Mock Interview dates after turning in all forms.
  • Verify student’s eligibility to receive an evaluation by the Health Professions Office
  • Prepare list of applicants for faculty to evaluate and send email to faculty with evaluation form attached.
  • Prepare list of ineligible students for the Medical Professions Advisory Committee to evaluate. Place results of evaluation into student’s folder.
  • Formulate a rough draft of the university composite evaluation letter for each applicant.
  • Assist the Faculty Liaison in uploading final Letter of Evaluation packet to application services.

Applicant Evaluation Committee Responsibilities (AEC Mock Interviews)

  • Schedule dates of interview sessions after assessing faculty/staff schedules.
  • Schedule dates, time and room using ‘Create an Event’ located on HuskyNet.
  • Create a summary of each student for AEC, using the student submitted forms and HuskyNet/Argos information.
  • Prepare notebook for each AEC member with student summaries, and evaluation worksheets.
  • Ask questions during AED Mock interviews and take notes of member’s questions/comments for the feedback letter.
  • Write evaluation feedback letter, and email to students.

Liaison with professional schools via phone, e-mail, and written correspondence

Compile and maintain applicant data files. Add updates from alumni or re-applicants. Place files in appropriate file drawers.

Prepare reports, letters, flyers, and any other publicity for health professions events.

Attend all COSM meetings. Create health professions report on activities and updates for faculty.

Accompany Dean or Faculty Liaison to any meetings to provide information about our programs.

Participate in HBU Committees, focus groups or other activities as directed by Dean or Faculty Liaison.

Attend professional program meetings:

  • Annual TAAHP meetings
  • Other off-campus pre-health professions meetings/conferences

HBU and off-campus memberships:

  • Member of the Texas Association of Advisors for the Health Professions
  • Member of the Medical Professions Advisory Committee at HBU
  • Member of the Applicant Evaluation Committee at HBU

Academic Advising

  • Advise health professions students throughout the year on all requirements of health professions programs.
  • Advise assigned academic advisees according to current procedures.
  • Act as a mentor for incoming freshmen


  • Meet with prospective pre-health professions students and their parents and offer advice and education about selecting a university and the requirements for their career destination.
  • Assure that health professions handouts are copied and ready for use at all Admissions recruitment events.
  • Give summary presentations of health professions information whenever needed at recruitment events.  Attend recruitment events as a representative of COSM, when requested by the Dean.

Co-Sponsor for Alpha Epsilon Delta

  • Assist the Sponsor with AED activities, and club needs.
  • Maintain official AED files for national office.
  • Maintain files for HBU chapter.
  • Attend regular and officer meeting and advise officers and committee chairman
  • Attend Biennial National Convention, when numbers of students requires chaperones in addition to the Sponsor.


Possess knowledge of the following computer programs:

  • Microsoft Windows operating system
  • Microsoft Office, including Word, Excel, PowerPoint, Access, Publisher
  • Internet
  • Effective communication and writing skills
  • Ability to gather and organize data


  • Must have high school diploma or GED equivalent
  • College degree preferred
  • Experience in academia with knowledge of health professions preferred
  • Experience in personnel (student) management

Additional Information

Houston Baptist University is committed to maintaining a teaching faculty and staff who share an active Christian faith. The Preamble to the By-Laws of the University sets forth a statement of belief which each University employee is expected to support and personify. Your submittal of an application for employment indicates your acceptance and affirmation of these statements.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all duties, responsibilities, and requirements of personnel.


Background checks are performed on every new hire. If your application is selected to continue with the interviewing process you will be required to submit a Background Check form. If you decline, your application may be denied. By proceeding with the online application you understand and accept this process.

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