Senior Academic Program Coordinator

The University of Texas at Austin • Austin, TX

1d • Onsite

About The Position

The Senior Academic Program Coordinator provides advanced coordination and operational oversight for the Primary Care, Family and Community Medicine (PCFCM) Clerkship, a required two-year medical school course, as well as related fourth-year electives, community faculty development, and continuing medical education activities. Reporting to the Director of the PCFCM Clerkship, the coordinator is a primary resource for students, educators, affiliate faculty preceptors, community partners, and institutional offices.

The role manages clerkship placements, schedules, instructional logistics, examinations, evaluations, grades, educational records, learning management system content, and accreditation-related documentation. In collaboration with academic leadership, the Department of Medical Education, and administrative teams, the coordinator supports reliable course delivery, Liaison Committee on Medical Education (LCME) requirements, and continuity across departmental medical education activities, including graduate medical education (GME).

Requirements

• Bachelor’s degree in education, public health, healthcare administration, or a related field, with at least five years of experience in academic program coordination, higher education administration, or training program support; relevant education and experience may be substituted as appropriate.
• Experience in academic program administration and coordination, preferably in undergraduate medical education or a related academic health environment.
• Proficiency using academic software and data systems.
• Ability to apply knowledge of accreditation, compliance, student records, and program evaluation requirements.
• Strong organizational skills, including maintaining schedules, records, deadlines, and tracking systems while managing competing priorities.
• Planning skills, including developing calendars and operational plans and coordinating activities across multiple clinical and community sites.
• Ability to build collaborative relationships, communicate diplomatically, resolve issues constructively, and serve as a responsive point of contact for diverse stakeholders.
• Strong written communication skills, including drafting reports, policies, correspondence, and formal documentation.
• Ability to prioritize stakeholder needs, respond promptly to inquiries, and anticipate program participants’ needs.
• Ability to maintain data integrity, confidentiality, and accurate student and faculty records.
• Ability to cross-train, document workflows, share knowledge, and support continuity during staffing changes or coverage needs.

Nice To Haves

• Master’s degree in higher education, public administration, or a related field.
• Capacity to innovate and implement 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.

Responsibilities

• Manage day-to-day operations of the required two-year PCFCM Clerkship and related fourth-year Primary Care and Family Medicine electives and Acting Internship.
• Coordinate clerkship placements, academic calendars, student and educator schedules, lectures, meetings, examinations, evaluations, grades, and classroom logistics.
• Maintain the learning management system, syllabi, clerkship materials, educational records, program timelines, and standard operating procedures.
• Coordinate onboarding and orientation for students, educators, and affiliate faculty preceptors.
• Ensure course operations align with institutional requirements, academic standards, and established clerkship policies.
• Serve as a primary resource for students, educators, affiliate faculty preceptors, community partners, and institutional offices on clerkship and academic program matters.
• Provide accurate and timely information about course requirements, schedules, policies, procedures, and educational activities.
• Facilitate communication among the Department of Family Medicine, Department of Medical Education, Office of Undergraduate Medical Education, clinical and community sites, and other partners.
• Support faculty with curriculum implementation, student evaluation, instructional logistics, and issue resolution.
• Support affiliate faculty appointments, renewals, engagement, and appreciation activities; communicate with administrators and clinic leaders at university and community clinic sites.
• Coordinate logistics for faculty development events, continuing medical education, workshops, meetings, and training sessions.
• Support the development, approval, compliance tracking, and delivery of CME activities involving community faculty.
• Coordinate educational materials, supplies, space, audiovisual support, and other resources for clerkship and faculty activities; support community faculty development and engagement.
• Maintain organized program, faculty, and event records and documentation.
• Prepare and maintain documentation and data for LCME requirements, accreditation reviews, audits, and institutional reporting.
• Monitor compliance with applicable institutional, state, and federal requirements and medical education policies; track required documentation, evaluations, educational records, and deadlines.
• Assist with developing and implementing program policies, procedures, and compliance processes; maintain accreditation-related databases, files, and records.
• Collect, validate, and analyze data on student participation, evaluations, grades, faculty involvement, clerkship sites, and program outcomes.
• Prepare reports and documentation for academic leadership, institutional offices, and accreditation needs; support continuous quality improvement through data collection, evaluation tracking, and identification of operational issues.
• Maintain data integrity, confidentiality, and accurate student and faculty records; use learning management, curriculum management, and other academic systems and tools.
• Cross-train and collaborate with educational and administrative support teams to ensure operational continuity; document workflows, timelines, contacts, and recurring responsibilities.
• Provide guidance and share subject-matter knowledge about academic coordination processes; support transition planning and knowledge transfer during staffing changes or coverage needs.
• Participate in institutional committees, academic planning groups, clerkship planning groups, and medical education meetings as requested; serve on the Clerkship Grading Committee.
• Assist with new program development, grant-funded initiatives, and development or expansion of clerkship sites and educational partnerships.
• Attend relevant professional development conferences and training; support recruitment, onboarding, and orientation of program participants and affiliate faculty preceptors.
• Coordinate special events, faculty appreciation activities, and educational outreach involving community faculty; adhere to internal controls and reporting structures and perform related duties as required.

Benefits

• Retirement plan eligibility through the Teacher Retirement System of Texas (TRS), subject to the position meeting the stated hours-per-week and length-of-service conditions.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior