Academic Program Coordinator - Admissions and Recruitment

The University of Texas at Austin•Austin, UT

10d•Onsite

About The Position

The Department of Medical Education at the Dell Medical School is looking for an Academic Program Coordinator - Admissions and Recruitment. This role oversees admissions program operations and provides support for the recruitment and selection of prospective medical students. The role integrates program coordination with admissions processes to ensure compliance with institutional policies and accreditation requirements. The coordinator collaborates with internal and external stakeholders, manages applicant communications and interview logistics, and supports recruitment initiatives aligned with the institution’s mission and strategic goals. The Academic Program Coordinator provides administrative and operational support for an assigned medical educational program (or programs) within the healthcare system, such as clerkships, electives, residency rotations, continuing medical education (CME), graduate medical education (GME), and student affairs. Reporting to a faculty leader or department manager, this role collaborates with faculty and students, assists with program curriculum development and implementation, and ensures programs meet established educational goals and standards. The Academic Program Coordinator is responsible for maintaining compliance with institutional and regulatory requirements, supports budget tracking, and organizes educational events to enhance learning and engagement.

Requirements

Requires a 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.
Organizing: Keeps information and tasks structured for smooth operations. Creates and maintains calendars, checklists, and SOPs for programs and events. Organizes shared drives for easy access to schedules and accreditation documents. Builds repeatable workflows to reduce errors and missed deadlines. Maintains accurate program records and documentation, ensuring compliance with institutional and regulatory requirements. Organizes data, reports, and tracking systems to support admissions and program oversight.
Planning: Sets clear goals and timelines; anticipates needs and constraints. Drafts term-by-term program plans and schedules for orientations and audits. Identifies accreditation milestones early and sequences tasks accordingly. Coordinates faculty availability and resources to meet program timelines. Develops detailed plans and timelines and organizes resources effectively to support admissions and academic program operations. Identifies constraints and sequences tasks to meet program deadlines and requirements.
Customer Focus: Prioritizes needs of applicants, faculty, and stakeholders. Responds promptly to inquiries and resolves routine issues. Collects feedback and adjusts logistics to improve experiences. Provides clear guidance on requirements and deadlines through multiple channels. Provides support and guidance to applicants. Addresses applicant and student concerns in a timely and professional manner to support a positive experience.
Priority Setting: Focuses on high-impact tasks and manages competing demands. Triages requests using deadlines and compliance criteria. Negotiates timelines to protect critical program deliverables. Uses priority lists and visual boards to stay on track. Identifies issues, evaluates options, and develops effective solutions to support program operations. Manages competing priorities, including budget constraints and operational deadlines.
Written Communications: Writes clearly and concisely for all audiences. Drafts announcements, orientation guides, and event briefs. Prepares accurate reports on participation and outcomes. Documents policies and creates easy-to-follow instructions. Conveys information clearly and effectively in both written and verbal formats. Prepares reports, drafts communications, and shares program updates with internal and external stakeholders.
Peer Relationships: Builds trust and collaborates effectively across teams. Coordinates with faculty on logistics and resolves conflicts diplomatically. Partners with student affairs, IT, and medical education for seamless operations. Facilitates communication to keep stakeholders aligned. Builds and maintains positive working relationships with applicant, students, faculty, and staff. Collaborates with faculty and administrative partners to support admissions activities and resolve routine issues.
Functional/Technical Skills: Uses academic systems and tools accurately and efficiently. Publishes calendars and materials in LMS and scheduling platforms. Maintains data integrity and runs reports for program evaluation. Applies compliance knowledge when preparing documentation. Applies project coordination, data analysis, and CRM system skills to support program operations, reporting, and stakeholder communication. Prepares detailed reports and monitors program data to support operational decision‑making. Uses program systems and tools to track activities, maintain records, and support compliance requirements.

Nice To Haves

Master's Degree in Education, Business Administration, or a related field.
At least 5 year(s) of experience in relevant area, including experience in program coordination or management.
Project Management Professional (PMP) certification.
Certified Program Planner (CPP) certification.

Responsibilities

Assists with the development and implementation of the admissions program.
Coordinates with faculty to align program objectives with educational goals and standards.
Monitors and assesses program effectiveness, making improvements as needed.
Coordinates with the communications office to develop and maintain admissions‑related electronic and print materials, including the admissions website.
Serves as the primary departmental lead for ordering and managing print materials.
Recruits, schedules, and confirms interviewers for interview sessions, ensuring appropriate coverage and timely communication of assignments.
Assists with responding to routine inquiries submitted through the departmental email inbox.
Coordinates the onboarding process for admitted applicants, collaborating with campus partners such as the student health center, registrar’s office, identification office, and student housing to develop onboarding checklists and outline requirements.
Coordinates the execution, collection, and tracking of background checks and official transcripts for admitted applicants.
Develops the annual directory for incoming medical students and coordinates distribution to designated departments.
Supports program budget tracking and effective use of program resources.
Prepares reports on admissions and program activities, progress, and status.
Maintains accurate program records and documentation in accordance with institutional requirements.
Supports application processing, evaluation, and tracking through the Texas Medical and Dental Schools Application Service (TMDSAS) common application and designated CRM systems.
Coordinates assignment of video assessments to evaluators through approved platforms, tracks submission status, and follows up to ensure timely completion.
Maintains accurate and up‑to‑date records of applicant statuses and admissions offers.
Plans and coordinates Campus Visit Days, managing all logistics including scheduling, correspondence, venue reservations, catering, and parking arrangements.
Plans and coordinates interview day logistics, including facilitation of virtual interviews, scheduling appointments, preparing correspondence and interview materials, and managing space reservations.
Coordinates with medical staff, faculty, community partners, and collegiate institutions in support of admissions events and activities.
Coordinates with faculty and staff to support effective delivery of admissions‑related program activities.
Assists in the recruitment, onboarding, and training of faculty, student representatives, and selection participants involved in admissions interviews and file evaluations.
Communicates with prospective and admitted applicants regarding the admissions process, pre-matriculation requirements, and onboarding.
Represents the admissions office at recruitment fairs, tabling events, and campus presentations as needed.
Assists with 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.
Adheres to internal controls and reporting structure.
Performs related duties as required.