Administrative Program Coordinator

University of Texas at Austin•Austin, TX

2d•$55,000

About The Position

Dell Medical School is seeking an Administrative Program Coordinator Purpose The Administrative Program Coordinator for Continuing Medical Education serves as a key liaison between the Department of Medicine and the Office of Continuing Medical Education (OCME) to ensure the successful delivery of high-quality CME programs. This role supports the advancement of lifelong learning for healthcare professionals by managing program logistics, maintaining compliance with accreditation standards, and coordinating educational activities that promote excellence in patient care. The Administrative Program Coordinator oversees scheduling, registration, and documentation processes, collaborates with faculty and leadership to develop and implement educational initiatives, and ensures accurate reporting and record-keeping. This position reports to the Senior Manager of Education in the Department of Medicine.

Requirements

Bachelor's degree in Business Administration, Healthcare Management, or a related field.
Minimum of 3 years of relevant experience in administrative, program, project coordination roles.
Experience in budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility.
Relevant education and experience may be substituted as appropriate.
Navigate complex structures and manage multiple tasks.
Excellent verbal and written communication.
Plan, execute, and monitor projects effectively.
Ensure precision in documentation and reporting.
Identify and resolve issues effectively.

Nice To Haves

Master's degree in Business Administration, Healthcare Management, or a related field.
Minimum of 5 years of relevant experience, preferably in healthcare.
Proficiency with Office 365 and ability to learn and master applications used at UT-Austin.
Professional experience in higher education, STEM education, or experiential learning environments.
Familiarity with administrative and financial systems used at UT-Austin and the ability to leverage these tools for operational efficiency.
Proven success developing standard operating procedures, creating training materials, and leading process improvement initiatives.
Supervisory experience, including mentoring and managing student workers.

Responsibilities

CME Program & Events Coordination · Coordinate all event logistics, including venue setup, A/V support, catering, parking, security, and guest speaker travel/housing.
Collect and organize all speaker educational materials and promotional content in partnership with Marketing & Communications.
Ensure full compliance with CME accreditation standards, institutional policies, and required documentation protocols.
Manage event expenses, budget tracking, and processing of related financial paperwork.
Provide on‑site operational oversight for CME activities and coordinate planning committee meetings.
Administer participant evaluations, manage attendance tracking, and maintain accurate CME records.
Distribute and collect disclosure forms for faculty and planning committee members.
Retain all required CME documentation (e.g., applications, agreements, evaluations, sign‑ins, promotional materials) in accordance with OCME guidelines.
Administrative Support Provides high-level administrative support to the leadership team.
Manages schedules, appointments, and bookings for executives.
Prepares and processes expense reports and invoices.
Provides back up to our Faculty Affairs office Project Management Assists in planning, organizing, and managing projects.
Monitors project progress and ensures timely completion.
Coordinates cross-departmental collaboration for project success.
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 CME credits and CoC data in compliance with accreditation standards.
Other Job Duties may apply as assigned Marginal or Periodic Functions: Research and Data Management Conduct research and manage data.
Provide insights based on analysis.
Training and Development Assist in onboarding and training new staff.
Develop training materials.
Office Management Manage office supplies and equipment.
Ensure proper maintenance.
Adheres to internal controls and reporting structure.
Performs related duties as required.