Administrative Program Coordinator

The University of Texas at Austin•Austin, UT

6d•Onsite

About The Position

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, developing 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.

Requirements

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.
Organizing: Plans, organizes, and prioritizes work to manage multiple tasks and meet deadlines effectively.
Organizing: Establishes clear priorities and organizes tasks to balance administrative, coordination, and project responsibilities.
Organizing: Maintains tracking systems for calendars, action items, deadlines, and deliverables.
Organizing: Anticipates workload demands and adjusts plans to ensure timely completion of work.
Time Management: Uses time efficiently and effectively to handle competing responsibilities and commitments.
Time Management: Schedules meetings, tasks, and deadlines realistically to support program operations.
Time Management: Adjusts priorities quickly in response to changing program or leadership needs.
Time Management: Proactively manages schedules and follow up activities to minimize delays.
Planning: Accurately scopes work, sets objectives, and develops practical plans to achieve program goals.
Planning: Develops timelines and work plans for projects, events, and recurring program activities.
Planning: Identifies dependencies and sequences tasks logically to avoid delays.
Planning: Supports leadership by preparing agendas, milestones, and forward looking schedules.
Written Communications: Writes clearly, concisely, and effectively to convey information and support professional communication.
Written Communications: Drafts correspondence, reports, agendas, and meeting summaries with clarity and accuracy.
Written Communications: Tailors written communication to the audience, purpose, and level of formality required.
Written Communications: Edits materials for grammar, tone, and consistency prior to distribution.
Attention to Detail: Ensures accuracy and completeness in documentation, reporting, and work products.
Attention to Detail: Reviews documents, data, and materials to identify errors or inconsistencies.
Attention to Detail: Maintains accurate, organized, and audit ready records.
Attention to Detail: Follows established procedures and internal controls to minimize errors.
Interpersonal Savvy: Relates well to people at all levels and builds effective working relationships.
Interpersonal Savvy: Communicates professionally with clinical staff, administrators, and external stakeholders.
Interpersonal Savvy: Navigates differing communication styles and priorities diplomatically.
Interpersonal Savvy: Builds trust by maintaining confidentiality and following through on commitments.
Problem Solving: Identifies problems, analyzes information, and develops practical solutions.
Problem Solving: Recognizes operational issues or workflow gaps and raises them appropriately.
Problem Solving: Gathers relevant information before escalating issues to leadership.
Problem Solving: Adjusts processes or approaches to address challenges impacting timelines or deliverables.

Nice To Haves

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

Responsibilities

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.
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.