Senior Administrative Program Coordinator, Technology Operations

Job description

Job Posting Title: Senior Administrative Program Coordinator, Technology Operations ---- Hiring Department: Department of Psychiatry ---- 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: UT MAIN CAMPUS ---- Job Details: General Notes This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system for children, adolescents, and perinatal women. Dell Medical School serves as a participating Health-Related Institution within the Consortium. This position has an end date of August 31, 2027 , renewable based upon availability of funding, work performance, and progress toward program goals. Purpose The Senior Administrative Program Coordinator, Technology Operations, supports program operations by ensuring that technology systems, platforms, and equipment used by program staff and external partners are operational, accessible, and aligned with service delivery needs. This role serves as a program-embedded resource, providing technology coordination, operational support, project coordination, and liaison services between program staff, school personnel, UT IT, vendors, and leadership. Responsibilities Advanced Program Coordination Coordinate complex or high-volume program activities supporting assigned departmental programs Maintain integrated program calendars, timelines, milestones, and deliverables to support continuity and operational alignment Prepare, review, and distribute program materials, correspondence, and documentation Serve as the primary coordination point between departmental leadership, UT IT, clinical teams, school personnel, and external stakeholders Independently identify, analyze, and resolve coordination issues and workflow gaps Complex Administrative Support Provide advanced and consultative administrative support to program and departmental leadership Prepare agendas, presentations, briefing materials, and meeting documentation Process expense reports, invoices, purchasing requests, reimbursements, and related transactions Design, manage, and optimize web portals and digital platforms to improve accessibility and operational efficiency Maintain accurate and organized electronic and physical records Advanced Project Coordination Lead coordination of projects and initiatives supporting program goals and operational priorities Develop and maintain project tracking tools, timelines, task lists, and progress reports Facilitate coordination among internal teams and stakeholders Evaluate project risks and recommend mitigation strategies Maintain project documentation and prepare status updates for leadership review Compliance and Reporting Coordinate and monitor compliance with departmental policies, institutional standards, and applicable regulations Maintain accurate program data, documentation, and records Prepare routine and ad hoc reports Review and validate information for audits, reviews, and reporting requests Apply established processes and internal controls while identifying and resolving inconsistencies Marginal or Periodic Functions Coordinate special projects, pilots, and time-limited initiatives Serve as a resource for training and mentoring less experienced staff Support organizational, programmatic, and leadership transition activities Coordinate stakeholder communications and implementation plans Adhere to internal controls and reporting structure Perform related duties as assigned Knowledge, Skills, and Abilities Organizing Plans, organizes, and prioritizes work efficiently Develops and maintains calendars, timelines, and tracking tools Adjusts priorities to meet deadlines across competing demands Maintains organized and accessible documentation and records Time Management Uses time effectively to manage multiple responsibilities Coordinates schedules involving multiple stakeholders Anticipates deadlines and proactively prepares materials Maintains continuity despite changing priorities Planning Develops realistic work plans and timelines Identifies task dependencies and sequencing requirements Creates agendas, milestones, and coordination plans Supports execution of program priorities Written Communication Writes clearly and concisely in a professional healthcare environment Prepares correspondence, reports, agendas, and meeting materials Tailors communications to audience and purpose Reviews materials for accuracy, clarity, and consistency Attention to Detail Ensures accuracy and completeness of documentation and reporting Reviews materials to identify errors and inconsistencies Maintains organized, audit-ready records Follows established procedures and standards Interpersonal Savvy Builds effective working relationships with leadership, staff, and stakeholders Communicates professionally across diverse groups Facilitates collaboration and information sharing Maintains confidentiality and discretion in sensitive situations Required Qualifications Bachelor’s degree in Information Technology, Business Administration, Healthcare Administration, or a related field Five years of administrative or program coordination experience Demonstrated experience coordinating multiple projects, priorities, and stakeholders simultaneously Experience supporting technology systems, operational workflows, or program administration Strong written and verbal communication skills Strong organizational and project coordination skills Proficiency with Microsoft Office applications and collaboration tools Ability to work independently and manage competing priorities effectively Relevant education and experience may be substituted as appropriate. Preferred Qualifications Master’s degree in a related field Seven years of experience, preferably in a healthcare setting Experience supporting technology operations, telehealth, healthcare programs, or school-based service delivery Familiarity with University of Texas systems and processes Experience coordinating cross-functional initiatives involving IT and operational stakeholders Experience supporting remote and distributed program environments Licenses/Registrations/Certifications Required None Preferred Certified Administrative Professional (CAP) Project Management Professional (PMP) Salary Range $56,291+ depending on qualifications Working Conditions Standard office environment and equipment Repetitive use of a keyboard and computer Remote work environment Frequent interaction with internal and external stakeholders May be exposed to communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications, and disoriented or combative patients 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 into 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.