Senior Administrative Program Coordinator

Job Details

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General Notes

Dell Medical School is seeking a Senior Administrative Program Coordinator.

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.

• 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.

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.

Required 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. Certified Administrative Professional (CAP), Project Management Professional (PMP)

Salary Range

$56,000 + depending on qualifications

Working Conditions

• 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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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