Program Coordinator, Academic & Business Operations

UT Southwestern Medical Center • Dallas, TX

8d

About The Position

The Program Coordinator will provide comprehensive support to Research Operations within the Office of the Provost, working directly with the Dean for Basic Research and the Director of Research Operations. Operating with minimal supervision, the Program Coordinator will manage key programs and projects, exercising independent judgment, discretion, and authority to ensure the seamless execution of operational priorities.

Requirements

• Bachelor's Degree In Business Administration, Health Care Administration, Education/Social Science, or related field
• 5 years Experience in appropriate field or
• May consider additional years of experience in lieu of education.
• Work requires ability to read, write, analyze data, develop plans and procedures, and coordinate resources to accomplish goals.
• Work requires outstanding verbal and written communication and interpersonal skills.
• Work requires responsibility for development, maintenance, and tracking of program accounts/budgets.
• Work requires responsibility for review, recommendation, development, and implementation of policies related to program.

Responsibilities

• Analyzes, coordinates, and evaluates program operation and procedures.
• Develops or oversees development of budget for program.
• Develops, cultivates, and maintains working relationships with internal/external departments/agencies and other organizations associated with and/or receiving benefit from program.
• Establishes program goals and objectives and directs program evaluation and quality control activities; develops and/or approves schedules, priorities, and standards for achieving goals.
• Plans and coordinates special events. Participates in conferences. Presents data and program information.
• Responsible for design, execution, and effectiveness of system of internal controls, providing reasonable assurance that operations are effective and efficient, assets are safeguarded, and financial information is reliable.
• Ensures compliance with applicable laws, regulations, policies, and procedures.
• Reads literature and attends functions to keep abreast of relevant scientific and technical developments related to program.
• May provide supervision to staff members.
• Performs other duties as assigned.
• Provides high-level project coordination to the Dean of Basic Research, managing communications, reviewing and summarizing correspondence, identifying required actions, and coordinating follow-up with the Dean.
• Plans, coordinates, and supports meetings led by the Dean, including but not limited to Basic Science Group meetings and sessions for ongoing projects; develops and circulates meeting agendas in advance, ensures accurate minutes, tracks action items, and supports timely follow-up.
• Assists departments and centers with incoming high-level PIs and their research teams by serving as a liaison for visa transfers, MTAs, DUAs, MOUs, and other needs to ensure a seamless transition to UTSW.
• Supports recruitment and personnel processes, including position creation and job postings, resume review, interview scheduling, offer coordination, and transition planning for incoming and departing faculty or staff.
• Tracks funding-related activities such as bridge funding requests, account setup verification, and reporting status updates to leadership.
• Coordinates and maintains InfoReady for research mission needs, including platform development, workflow management, and ongoing monitoring of submissions and process
• Collects and organizes data for surveys, serving as a central coordination point between leadership and internal teams.
• Organizes and supports research-related events by coordinating logistics such as space reservations, room setup requests, catering, guest travel honoraria, audiovisual needs, rehearsal scheduling, and on-site support. Events could include the New Faculty Research Forum, External Reviews of UTSW Departments, Centers, and scientific programs, and research awards programs.
• Responds to ad hoc operations requests, including software and license inquiries, accessibility questions, and general information requests from faculty and staff.
• Maintains faculty list for features on Meet the Minds & coordinates web & social media collaboration for video production & distribution.
• Supports Office of Research Integrity as assigned.
• Serves as interim executive-level administrative support as needed, including calendar management, meeting scheduling, preparation of correspondence on official letterhead, routing for approvals or signature, and processing expense reports.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees