Support Services

 

Administrative Support

Event Planning

The event planning process guides a department through the complete lifecycle of an event, from initial concept development through post-event follow-up. It begins approximately three months before the event with discussions about the schedule, layout, meals, vendors, budget, funding, required forms, and task assignments. Promotional materials and event listings are developed and submitted early to support outreach and attendance.

During the planning phase, coordinators manage logistics and vendor relationships, including room reservations, audiovisual support, facilities setup, photography, parking, valet service, catering, security, printing, and event supplies. They obtain quotations, complete required Official Function and budget forms, secure approvals, generate purchase orders, and address any exceptions or special requirements, such as serving alcohol. Regular planning meetings and follow-ups help confirm services, costs, designs, and approvals.

As the event approaches, the team manages registration deadlines, promotional placement, attendee lists, name tags, programs, staffing, and final vendor confirmations. On the event day, coordinators oversee setup, vendor arrival, registration, guest materials, departmental support, and cleanup. Afterward, they complete actual cost documentation, process invoices and reimbursements, send follow-up communications, and conduct a debrief to capture lessons learned and improve future events.

Faculty Recruitment

The faculty recruitment process covers the full lifecycle of a search, from initiating and approving the Request to Recruit through advertising, application review, interviews, evaluation, and records management. It begins with department and Dean’s Office approvals, followed by creation of the requisition in Taleo, fulfillment of internal posting requirements, and approval of the final job advertisement.

Once approved, the position is advertised through appropriate internal and external channels, with at least one external posting remaining active for the required period. Applications are reviewed in Taleo, organized into applicant packets, and maintained in designated local and Google Drive folders. When needed, the process also includes requesting letters of recommendation and managing advertising-related purchasing and payments.

The later stages focus on coordinating virtual and in-person interviews, planning faculty recruitment seminars, distributing candidate scoresheets, compiling evaluation results, and submitting them to the Department Chair. Throughout the process, designated staff coordinate schedules and communications, maintain accurate recruitment records, protect applicant confidentiality, and follow applicable UTHealth Houston hiring and retention requirements.

Faculty Reviews / Promotions

The annual faculty review process coordinates the collection, evaluation, and submission of review materials for all eligible faculty members. It involves the Department Chair, Vice Chair, Faculty Review Committee, and Departmental Assistant, with responsibilities ranging from confirming the active faculty list and review assignments to gathering CVs, course information, self-evaluations, and supporting documentation.

The process begins in early September with committee planning and faculty notifications, followed by distribution of review materials and a Faculty Review Committee meeting in October. The committee evaluates each faculty member’s accomplishments and supporting materials, then provides consensus scores and recommendations. The Chair subsequently meets individually with faculty members to discuss their reviews, scores, and any concerns before completing the departmental assessment.

The Departmental Assistant manages the review workflow, enters committee and departmental scores and comments into the online review portal, coordinates communications and meetings, and monitors completion. The process concludes when all faculty members have reviewed and signed off on their evaluations by December 31, after which the department retains the review materials in accordance with applicable records-management practices.

Key Management (external link)

The Key Management Program supports the secure distribution, tracking, and accountability of our ASG. Our Departmental Coordination team is committed to maintaining a safe and secure environment by ensuring that key issuance, returns, transfers, and access changes are managed efficiently and in accordance with institutional policies.

By completing this form, you provide the information necessary for us to evaluate your request and determine the most appropriate solution. In many cases, your need may be resolved through an existing keying, access, or security management process without requiring additional hardware or services. All requests are reviewed to verify authorization and ensure appropriate access levels are granted.