Senior Academic Program Coordinator

University of Texas at Austin

8d•$57,000•Onsite

About The Position

The Senior Academic Program Coordinator provides advanced coordination and operational oversight for assigned medical educational program(s) 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 serves as a key resource for faculty, staff, and students, ensuring the seamless delivery of academic services while maintaining compliance with institutional policies and standards.

Requirements

Requires a Bachelor's Degree in education, public health, healthcare administration, or a related field with at least 5 year(s) of experience in academic program coordination, higher education administration, or training program support.
Relevant education and experience may be substituted as appropriate
Organizing
Arranges resources and information to support smooth operations.
Maintains detailed academic schedules and documentation.
Develops systems to track compliance and participation.
Prioritizes tasks to meet multiple and competing deadline.
Planning
Scopes out tasks and sets clear goals and timelines.
Develops long-term plans for academic and training programs.
Anticipates accreditation and reporting requirements.
Coordinates logistics for multi-site educational initiatives.
Peer Relationships
Builds strong relationships and collaborates effectively.
Serves as a reliable point of contact for faculty, staff, and students.
Resolves issues diplomatically and constructively.
Builds trust and fosters collaboration across departments and institutions.
Functional/Technical Skills
Demonstrates experience in academic program administration.
Uses academic software and data systems proficiently.
Applies knowledge of accreditation and compliance standards.
Leverages technical expertise to support program goals.
Written Communications
Writes clearly and effectively.
Drafts reports, policies, and internal communications.
Prepares professional correspondence and formal documentation.
Communicates program updates and procedural requirements.
Customer Focus
Prioritizes the needs of internal and external stakeholders.
Responds promptly to faculty and student inquiries.
Anticipates and addresses the needs of program participants.
Delivers a positive and responsive service experience.

Nice To Haves

Master's Degree in higher education, public administration, or a related field with at least year(s) of experience in academic program coordination, higher education administration, or training program support.
Capacity to innovate and implement new ideas to enhance program effectiveness.
Experience using curriculum management systems or learning management systems.
Certification from the Training Administrators of Graduate Medical Education (TAGME).
Project Management Professional (PMP) certification.
Certification in Academic Affairs Administration or Public Health Education.
Certification from the Training Administrators of Graduate Medical Education (TAGME).
Project Management Professional (PMP) certification.
Certification in Academic Affairs Administration or Public Health Education.

Responsibilities

Oversees Academic Program Operations
Manages day-to-day operations of assigned medical educational program(s), such as clerkships, electives, residency rotations, continuing medical education (CME), graduate medical education (GME), and student affairs.
Coordinates academic calendars, course schedules, and program timelines.
Ensures alignment with institutional goals and academic standards.
Oversees onboarding and orientation for faculty, staff, and students.
Maintains program documentation and standard operating procedures.
Stakeholder Engagement
Serves as a key resource for faculty, staff, and students regarding academic program matters.
Provides timely and accurate information on program requirements, policies, and procedures.
Facilitates communication between departments, academic partners, and external stakeholders.
Supports faculty in curriculum planning, evaluation, and instructional logistics.
Resolves issues and escalates concerns as needed.
Provides Administrative and Logistical Support
Manages program budgets, procurement, and reimbursements.
Coordinates logistics for academic events, workshops, and training sessions.
Oversees inventory and ordering of educational materials and supplies.
Supports faculty development and student engagement activities.
Maintains organized records and documentation.
Provides specialized administrative support to multiple faculty and program leaders by coordinating daily operations and managing high‑volume scheduling demands.
Independently prioritizes and arranges complex calendars, ensuring timely and efficient meeting coordination with minimal supervision.
Ensures Compliance and Accreditation Support
Prepares documentation for accreditation reviews and audits.
Monitors compliance with institutional, state, and federal regulations.
Tracks licensure, credentialing, and certification requirements.
Assists in policy development and implementation.
Maintains accreditation-related databases and records.
Supports Data Management and Program Evaluation
Collects and analyzes data related to program outcomes and participation.
Prepares reports for internal and external stakeholders.
Supports continuous quality improvement initiatives.
Maintains data integrity and confidentiality.
Utilizes academic management systems and tools.
Mentors and Supports Junior Staff
Provides training and guidance to junior academic staff and interns.
Delegates tasks and monitors progress to ensure quality and timeliness.
Encourages professional development and team collaboration.
Serves as a subject matter expert in academic coordination.
Supports succession planning and knowledge transfer.
MARGINAL OR PERIODIC FUNCTIONS:
Participates in institutional committees and academic planning groups.
Assists with new program development and grant-funded initiatives.
Attends professional development conferences and training.
Supports recruitment and onboarding of academic program participants.
Coordinates alumni engagement and academic outreach efforts.
Adheres to internal controls and reporting structure.
Performs related duties as required