Administrative Program Coordinator

Dell Medical School is seeking an Administrative Program Coordinator.

The Administrative Program Coordinator provides administrative, operational, communications and coordination support for one or more programs within a designated department of the healthcare system. Reporting to a program or departmental leader, this role supports day-to-day operations by coordinating activities, managing documentation and reporting, devloping and supporting program communications, and supporting leadership and stakeholder engagement. The Administrative Program Coordinator serves as a point of contact for program-related communication, helps align schedules, deliverables, and workflows, and supports execution of program activities across multiple workstreams. This position contributes to program continuity and operational efficiency by maintaining organized records, monitoring timelines, and supporting compliance with institutional policies, procedures, and regulatory requirements.
 

• Coordinates program activities to support effective execution of program goals and initiatives.

• Maintains and integrates program calendars, timelines, milestones, and deliverables across assigned workstreams to support program activities.

• Prepares, compiles, and distributes program materials including agendas, reports, presentations, and correspondence and stakeholder communications

• Serves as an administrative liaison between program leadership, departmental partners, and external stakeholders.

• Tracks action items and escalates coordination issues, risks, or delays requiring additional review or resolution.

• Provides administrative support to program or departmental leadership as assigned.

• Manages calendars, schedules meetings, and coordinates logistics for participants.

• Drafts, edits, and formats correspondence, briefing materials, department newsletters, and meeting documentation to support program and leadership activities.

• Helps with processing expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies.

• Assists with maintaining accurate and organized records by following established processes and guidelines.

• Assists with planning and coordinating program-related projects and initiatives.

• Develops and maintains project timelines, task lists, and tracking tools to support assigned project activities.

• Coordinates with internal partners to support timely completion of assigned tasks.

• Monitors project status and identifies risks, issues, or delays impacting timelines or deliverables.

• Communicates project updates and issues to leadership to support timely decision-making.

• Supports the planning and coordination of meetings, trainings, workshops, and program related events, both virtual and in person.

• Assists with managing event logistics including space reservations, technology needs, catering, and materials preparation.

• Helps with creating agendas, tracking attendance, and preparing post event summaries or follow up documentation.

• Coordinates participant communications before and after events.

• Supports the execution of events to ensure alignment with established program objectives.

• Supports compliance with departmental policies, institutional standards, and applicable regulations by following established procedures.

• Collects, organizes, and maintains program data, metrics, and documentation.

• Assists in preparing routine and ad hoc reports using established templates and guidelines. 

• Maintains accurate records to support audits, reviews, and quality improvement efforts.

• Compiles and verifies information for reporting and compliance-related requests, escalating issues as needed.

Other duties as identified by department

• Assists with special projects or short-term initiatives by gathering information, coordinating logistics, and tracking assigned tasks under direction. 

• Supports onboarding or training activities by preparing materials, scheduling sessions, and coordinating participation for new staff or stakeholders. 

• Provides temporary coverage for administrative or coordination functions during staff absences or peak workload periods by following established procedures.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

• Plans, organizes, and prioritizes work to manage multiple tasks and meet deadlines effectively.

• Establishes clear priorities and organizes tasks to balance administrative, coordination, and project responsibilities.

• Maintains tracking systems for calendars, action items, deadlines, and deliverables.

• Anticipates workload demands and adjusts plans to ensure timely completion of work.

• Uses time efficiently and effectively to handle competing responsibilities and commitments.

• Schedules meetings, tasks, and deadlines realistically to support program operations.

• Adjusts priorities quickly in response to changing program or leadership needs.

• Proactively manages schedules and follow up activities to minimize delays.

• Accurately scopes work, sets objectives, and develops practical plans to achieve program goals.

• Develops timelines and work plans for projects, events, and recurring program activities.

• Identifies dependencies and sequences tasks logically to avoid delays.

• Supports leadership by preparing agendas, milestones, and forward looking schedules.

• Writes clearly, concisely, and effectively to convey information and support professional communication.

• Drafts correspondence, reports, agendas, and meeting summaries with clarity and accuracy.

• Tailors written communication to the audience, purpose, and level of formality required.

• Edits materials for grammar, tone, and consistency prior to distribution.

Attention to Detail 

• Ensures accuracy and completeness in documentation, reporting, and work products.

• Reviews documents, data, and materials to identify errors or inconsistencies.

• Maintains accurate, organized, and audit ready records.

• Follows established procedures and internal controls to minimize errors.

• Relates well to people at all levels and builds effective working relationships.

• Communicates professionally with clinical staff, administrators, and external stakeholders.

• Navigates differing communication styles and priorities diplomatically.

• Builds trust by maintaining confidentiality and following through on commitments.

• Identifies problems, analyzes information, and develops practical solutions.

• Recognizes operational issues or workflow gaps and raises them appropriately.

• Gathers relevant information before escalating issues to leadership.

• Adjusts processes or approaches to address challenges impacting timelines or deliverables.

Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related field with at least 3 year(s) of experience.

• Relevant education and experience may be substituted as appropriate.

Master's Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience, preferably in healthcare.

• None

• Certified Administrative Professional (CAP), Project Management Professional (PMP)

$3,200+ monthly depending on qualifications (based on a 30hour work week)

• Standard office equipment

• Repetitive use of a keyboard

• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

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

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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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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.

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]

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.