Senior Administrative Program Coordinator, Grand Rounds and Academic Events

Job description

Job Posting Title: Senior Administrative Program Coordinator, Grand Rounds and Academic Events ---- Hiring Department: Dell Medical School ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until Aug 31, 2027 ---- Location: AUSTIN, TX ---- Job Details: General Notes Dell Medical School is seeking a Senior Administrative Program Coordinator, Grand Rounds and Academic Events. This is a grant funded position with an end date of 8/31/2027 that is renewable for another year based upon work performance and progress toward research goals. Purpose The Senior Administrative Program Coordinator provides advanced administrative and coordination support for one or more programs within a designated department of the healthcare system. Reporting to a program or departmental leader, this role is responsible for coordinating complex program activities, maintaining schedules and documentation, and supporting execution of program priorities. This position manages multiple concurrent workflows, resolves routine coordination challenges, and facilitates communication among internal and external stakeholders. The Senior Administrative Program Coordinator serves as the primary point of contact for program coordination, ensuring activities are carried out accurately, consistently, and in alignment with established requirements to support overall program effectiveness and continuity. Responsibilities Advanced Program Coordination • Coordinates complex or high-volume program activities, specifically Grand Rounds/Speaker Series, to support assigned departmental programs. • Manage CME and CEU submissions of the Department’s Grand Rounds/Speaker Series; plans and coordinates logistical details; serves as point person with invited speakers; maintains accurate and professional correspondence logs; manages expense tracking and processing. • Develops and maintains integrated program and project calendars, timelines, milestones, and deliverables to ensure continuity and alignment of program operations. • Prepares, reviews, and distributes program materials, correspondence, and documentation to ensure accuracy, consistency, and readiness for use. • Serves as the primary coordination point for communication among departmental leadership, clinical teams, and external stakeholders (i.e. Dell Med CME Office), including escalation of coordination issues. • Independently identifies, analyzes, and resolves coordination issues or workflow gaps. • Leads coordination of assigned projects and initiatives supporting program goals and operational priorities. • Facilitates coordination among internal teams to support timely completion of project deliverables. • Evaluates project risks and issues impacting timelines or outcomes and recommends mitigation strategies. • Maintains program and project documentation, and synthesizes status updates and recommendations for leadership review. Complex Administrative Support • Provide on-site support to the Executive Manager in the Chair’s Office, including recruiting, calendar management, administrative assistance, and other duties as assigned. • Manage the calendar and serve as primary contact for the Senior Director of the Department of Psychiatry and Behavioral Sciences, which will often require independent decision-making. • Provide support to the Executive Manager in the Chair’s Office, including recruiting, calendar management, administrative assistance, and other duties as assigned. Event Coordination • Coordinates all department wide complex and highly visible events, including but not limited to Holiday Party, Spring Picnic, Affiliate Faculty Appreciation Event, and other meetings/workshops. • Works closely with the Assistant Director of Education on Graduation and Scholarly Day events. • Manages event logistics including scheduling, space reservations, technology needs, and materials preparation. • Develops event timelines, agendas, and participant communications. • Ensures events are executed in alignment with department objectives, resolving real time issues through on site support. • Prepares post event documentation and follow up materials. • Processes expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies. Compliance and Reporting • Coordinates and monitors compliance with departmental policies, institutional standards, and applicable regulations. • Maintains and ensures accuracy of program data, documentation, and records for reporting and compliance purposes. • Prepares routine and ad hoc reports, ensuring completeness, accuracy, and alignment with reporting requirements. • Reviews and validates information for audits, reviews, and reporting requests, resolving routine discrepancies. • Applies established processes and internal controls, identifying and addressing basic issues or inconsistencies. Other related functions as assigned. MARGINAL OR PERIODIC FUNCTIONS: • Leads coordination for special projects, pilots, or time-limited initiatives by developing work plans, aligning stakeholders, and monitoring progress to support leadership objectives. • Serves as a resource for training or mentoring less experienced administrative or program coordination staff on processes, tools, and best practices. • Supports planning or transition activities during organizational, programmatic, or leadership changes by coordinating timelines, documentation, and stakeholder communications. • resources. • Adheres to internal controls and reporting structure. • Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES Organizing • Plans, organizes, and prioritizes work to coordinate multiple activities and resources efficiently. • Develops and maintains calendars, timelines, and tracking tools for concurrent program activities. • Adjusts priorities and workflows to meet deadlines across competing demands. • Ensures documentation, records, and materials are organized, current, and accessible. Time Management • Uses time efficiently to meet deadlines and manage competing responsibilities. • Manages schedules and logistics involving multiple stakeholders and shifting priorities. • Anticipates upcoming deadlines and prepares materials in advance. • Adjusts plans in response to changing needs while maintaining continuity of operations. Planning • Accurately scopes work and develops realistic plans to support effective execution. • Creates timelines and work plans for program activities, projects, and events. • Identifies task dependencies and sequences work to minimize delays. • Prepares agendas, milestones, and coordination plans to support program priorities. Written Communications • Writes clearly and concisely to convey information in a professional healthcare environment. • Prepares correspondence, reports, agendas, and meeting documentation. • Tailors written communication to audience, purpose, and level of formality. • Reviews and edits materials for accuracy, clarity, and consistency. Attention to Detail • Ensures accuracy and completeness in documentation, records, and reporting. • Reviews materials to identify errors, omissions, or inconsistencies. • Maintains organized, audit ready program records. • Follows established procedures and documentation standards. Interpersonal Savvy • Builds effective working relationships with leadership, staff, and external stakeholders. • Communicates professionally across different roles and functions. • Facilitates coordination and information sharing among groups. • Maintains confidentiality and exercises discretion in sensitive situations. Techinical • Comfortability with on site technology and A/V troubleshooting. EDUCATION & EXPERIENCE MINIMUM QUALIFICATIONS: Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in administrative, program, or event coordination. Relevant education and experience may be substituted as appropriate. According to Executive Order No. GA-48 of the State of Texas: for all positions that research, work on, or have access to critical infrastructure as defined in Section 117.001(2), Business and Commerce Code, it is required that both candidates for employment and employees have the ability to maintain the security or integrity of the infrastructure. PREFERRED QUALIFICATIONS: Master's Degree in Business Administration, Healthcare Management, or a related field with at least 7 year(s) of experience in administrative,program, or event coordination, preferably in a healthcare setting. LICENSES, REGISTRATIONS OR CERTIFICATIONS REQUIRED: None PREFERRED: Certified Administrative Professional (CAP), Project Management Professional (PMP) Salary Range $56,291 + depending on qualifications WORKING ENVIRONMENT/EQUIPMENT • Standard office equipment • Repetitive use of a keyboard • May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others. • Required on-site days will be Monday, Tuesday, and Thursday; 8:00 AM – 5:00 PM with some room for flexibility in hours depending on office needs. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. ---- Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. ---- Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. ---- E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] ---- Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 . The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.