Senior Administrative Program Coordinator - job 1 of 2

Job Posting Title:

Senior Administrative Program Coordinator

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Hiring Department:

Department of Surgery and Perioperative Care

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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

The Dell Medical School is seeking a Senior Administrative Program Coordinator within the Department of Surgery and Perioperative Care.

Purpose

The Senior Administrative Program Coordinator plays a pivotal role in ensuring the smooth and efficient operation of research programs within the Department of Surgery and Perioperative Care. 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.

• Oversees the preparation and dissemination of program-related documents.

• Facilitates communication between departments and external stakeholders.

• Manages onboarding, including submitting applications for approval to gain access to conduct research in UT Health Austin and Ascension clinical spaces for research visiting scholars, volunteers, fellows, and affiliates.

• Organizes meetings, including scheduling, sending reminders, and arranging catering, including scheduling and communications for the monthly Discovery and Investigation Seminar Series and faculty Research Committee meetings.

Administrative Support

• Provides high-level administrative support to the leadership team.

• Manages schedules, appointments, travel, and bookings for executives.

• Prepares and processes expense reports and invoices.

• Prepares and distributes monthly Value-Based Health Care Reading List and communications related to research meetings and events.

• Ensures research-related events are included in Dell Med internal calendar.

Project Management

• Assists in planning, organizing, and managing projects.

• 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.

• Ensures events run smoothly and meet organizational objectives.

• Assists in planning and organizing research-related events and functions, including the Department of Surgery and Perioperative Care Annual Research Symposium.

Compliance and Reporting

• Ensures compliance with company policies and legal regulations.

• Prepares and submits regular reports on program activities and outcomes.

• Maintains accurate records and documentation.

• Manages applications for approval to gain access to conduct research in UT Health Austin and Ascension clinical spaces for research visiting scholars, volunteers, fellows, and affiliates.

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.

• Assists Associate Director of Research with post-award management of sponsored projects.

• Work with research coordinators, Associate Director, and Office of Finance to manage requests and financial reconciliations of payments to research participants.

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.

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
$57,000+ depending on qualifications

Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest

Working Environment/Equipment

• Standard office equipment

• Repetitive use of keyboard

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.