Academic Program Coordinator, UME

Job Posting Title:

Academic Program Coordinator, UME

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Hiring Department:

Department of Medical Education

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Dell Medical School is seeking an Academic Program Coordinator, UME

Purpose

The Academic Program Coordinator is responsible for overseeing and managing educational programs within the healthcare system. This role involves developing program curricula, coordinating with faculty and students, and ensuring the program meets educational goals and standards. The coordinator ensures compliance with educational standards and regulations, manages budgets, and organizes educational events.

Responsibilities

Program Development and Implementation

• Develops and implements academic program plans, curricula, and schedules.

• Coordinates with faculty to align program objectives with educational goals.

• Monitors and assesses program effectiveness, making improvements as needed.

• Collaborates with course directors, faculty, and staff to implement and monitor course content, ensuring alignment with educational goals and compliance with standards and policies.

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Student Support and Guidance

• Monitors student progress and addresses any concerns or problems.

• Organizes and conducts orientation sessions and workshops for students.

• Serves as a resource and point of contact for students regarding academic concerns, technical assistance, and general inquiries.

• Uses sound judgment and University policies to address and resolve student issues, concerns, or complaints.

Administrative Coordination

• Manages program budgets and resources effectively.

• Prepares reports on program activities, progress, and status.

• Maintains program records and documentation.

• Coordinates with other campus departments, educational partners, and vendors to execute courses and events.

• Manages logistics including room reservations, audiovisual support, supplies/resources, invitations, and publicity materials.

• Executes day-of-event activities, prioritizing tasks and leading support teams.

Faculty Collaboration

• Coordinates with faculty to ensure smooth program delivery.

• Assists in the recruitment and training of faculty members.

• Organizes faculty meetings and professional development sessions.

Event Planning and Management

• Plans and organizes educational events, workshops, and seminars.

• Coordinates logistics for program-related events.

• Communicates regularly with students, parents, faculty, and administrators.

• Participates in cross-functional teams, committees, and activities to promote a collaborative organizational culture.

• Shares best practices and contributes to initiatives aimed at enhancing consistency in the student experience across programs.

Marginal or Periodic Functions:

• Assists in the recruitment and admissions processes.

• Participates in strategic planning and program evaluation.

• Supports marketing and outreach efforts for the program.

• Manages special projects as assigned.

• Provides backup support for other administrative roles as needed.

• Completes or assists with other tasks and projects related to Undergraduate Medical Education (UME) as assigned.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

• Skilled in developing detailed plans and organizing resources effectively.

• Skilled in building and maintaining positive relationships with students, faculty, and staff.

• Providing student support, collaborating with faculty, resolving conflicts.

• Skilled in conveying information clearly and effectively in both written and verbal forms.

• Preparing reports, conducting workshops, communicating program updates.

• Skilled in identifying issues and developing effective solutions.

• Addressing student concerns, improving program processes, managing budget constraints.

• Maintaining program records, preparing detailed reports, monitoring compliance.

Other duties as assigned.

Required Qualifications

• Bachelor’s degree in education, Business Administration, or a related field.

• Minimum of 3 years of relevant experience in an educational or administrative setting.

• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Master's degree in Education, Business Administration, or a related field.

• Minimum of 5 years of relevant experience, including experience in program coordination or management.

• Project Management Professional (PMP) certification.

• Certified Program Planner (CPP) certification.

Salary Range

$50,000 - $55,000

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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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.

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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.

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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.

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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]

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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.