Senior Administrative Program Coordinator, Standardized Patient Programs

Job description

Job Posting Title: Senior Administrative Program Coordinator, Standardized Patient Programs ---- Hiring Department: Department of Medical Education ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Oct 05, 2026 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: GENERAL NOTES The Senior Administrative Program Coordinator provides advanced program coordination and operational support for assessment, simulation, and standardized patient initiatives. This role is responsible for ensuring the seamless administration of programs that support learner assessment, stakeholder engagement, and educational outcomes. The position coordinates complex logistics, scheduling, communications, and program processes while partnering with faculty, learners, standardized patients, and leadership to promote consistency, efficiency, and a high-quality participant experience across educational programs. Purpose The Senior Administrative Program Coordinator plays a pivotal role in ensuring the smooth and efficient operation of various programs within the healthcare system. This position provides advanced administrative support, coordinates program activities, and facilitates communication across departments. The role involves managing schedules, overseeing project timelines, and supporting the leadership team in achieving strategic goals. The Senior Administrative Program Coordinator works closely with clinical staff, administrative personnel, and external stakeholders to enhance operational efficiency and contribute to the overall success of the organization. Responsibilities Program Coordination Manages and coordinates program activities and timelines. Manages event planning and execution for OSCE, simulation, and Assessment Center activities. Coordinates all SP scheduling, assignments, and logistics across UME, GME, and CME and other University affiliated programs as directed by their supervisor. Trains standardized patients (SP) for events, e.g., OSCE. Oversees the preparation and dissemination of program-related documents. Facilitates communication between departments and external stakeholders. Administrative Support Provides high-level administrative support to the leadership team. Manages schedules, appointments, and bookings for executives. Prepares and processes expense reports and invoices. Project Management Assists in planning, organizing, and managing projects. Serves as primary operational point-of-contact for course directors and faculty, working. closely with the SPD on strategic communications and stakeholder relations. Maintains calendars, timelines, and task lists for all assessment activities. Monitors project progress and ensures timely completion. Coordinates cross-departmental collaboration for project success. Event Coordination Plans and organizes events, meetings, and conferences. Manages logistics, including venue booking and catering arrangements. Oversees SP communication, onboarding, and roster management. Maintains efficient running of events and meets organizational objectives. Compliance and Reporting Complies with company policies and legal regulations. Tracks program logistics, resources, and operational details. Supports budget tracking and resource requests. Assists Standardized Patient Educator (SPE) role development and LCME/accreditation requirements under Standardized Patient Director (SPD) guidance Prepares and submits regular reports on programming activities and outcomes. Maintains accurate records and documentation. Other Job Duties may apply as assigned MARGINAL OR PERIODIC FUNCTIONS: Research and Data Management Conducts research and manages data related to program activities. Provides insights and recommendations based on data analysis. Training and Development Assists in the onboarding and training of new staff members. Develops training materials and conducts training sessions. Office Management Oversees office supplies and negotiates terms with suppliers. Manages office equipment and ensures proper maintenance. Adheres to internal controls and reporting structure. Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES Effective in managing multiple tasks and priorities. Excellent verbal and written communication abilities. Capable of facilitating clear and effective communication. Proficient in planning, executing, and monitoring projects. Strong ability to manage project timelines and resources. Highly detail-oriented and accurate in work. Ensures precision in documentation and reporting. Effective in identifying and resolving issues. Demonstrates strong analytical and critical thinking abilities. Familiarity with basic medical terminology. 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 or program coordination experience. Relevant education and experience may be substituted as appropriate. PREFERRED QUALIFICATIONS: Master's Degree in Business Administration, Healthcare Management, or a related field with at least 7 year(s) of experience in administrative or program coordination experience, preferably in a healthcare setting. LICENSES, REGISTRATIONS OR CERTIFICATIONS REQUIRED: None PREFERRED: Certified Administrative Professional (CAP), Project Management Professional (PMP) Salary Range $56,291 -$65,000 WORKING ENVIRONMENT/EQUIPMENT Standard office equipment Repetitive use of a keyboard Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. 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. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- 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.