Senior Administrative Program Coordinator, Business Operations

University of Texas at Austin•Austin, TX

1d•Onsite

About The Position

Dell Medical School is seeking a Senior Administrative Program Coordinator, Business Operations. This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women. The University of Texas Dell Medical School is a Health Related Institution (HRI) for the TCMHCC. This position has an end date of 8/31/2027, renewable based upon availability of funding, work performance, and progress towards goals. The Senior Administrative Program Coordinator, Business Operations, provides advanced administrative and coordination support for one or more programs within a designated department of the healthcare system. Reporting to Assistant Director, Operations, this role is responsible for coordinating complex program activities, maintaining schedules and documentation, and supporting execution of program priorities, specifically training and onboarding support, maintenance of organizational charts and staffing records/reports, tracking and resolution of system-related issues, and delivering clear, actionable reporting to inform operational and leadership decision-making. This position manages multiple concurrent workflows, resolves routine coordination challenges, and facilitates communication among internal and external stakeholders. The Senior Administrative Program Coordinator serves as the primary point of contact for program coordination, ensuring activities are carried out accurately, consistently, and in alignment with established requirements to support overall program effectiveness and continuity.

Requirements

Requires a Bachelor's Degree in Business Administration, Health Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in administrative or program coordination.
Relevant education and experience may be substituted as appropriate.
Proficiency in applications and systems including, but not limited to, Excel, PowerPoint, Word, Outlook, Smartsheet, Google Suite.
Strong analytical skills with the ability to interpret financial data and translate it into clear, actionable insights.

Nice To Haves

Master's Degree in Business Administration, Health Administration, Healthcare Management, or a related field with at least 7 year(s) of experience in administrative or program coordination, preferably in a behavioral health, hospital, or academic medical center setting or public-sector environment.
Familiarity with Salesforce, Athena and TRAYT platforms
Certified Administrative Professional (CAP)
Project Management Professional (PMP)

Responsibilities

Coordinates complex or high-volume program activities to support assigned departmental programs.
Maintains integrated program calendars, timelines, milestones, and deliverables to ensure continuity and alignment of program operations.
Prepares, reviews, and distributes program materials, correspondence, and documentation to ensure accuracy, consistency, and readiness for use.
Serves as the primary coordination point for communication among departmental leadership, clinical teams, and external stakeholders, including escalation of coordination issues.
Independently identifies, analyzes, and resolves coordination issues or workflow gaps.
In partnership with TCMHP program manager, track, document, and coordinate resolution of system- and technology-related issues impacting program operations across multiple platforms.
Maintain detailed issue logs documenting problem descriptions, resolution steps, timelines, and outcomes.
Develop the variance commentary based on the Department-provided budget to actual and prepare monthly executive-ready reports for leadership.
Collaborate with finance to update, enhance and maintain budget execution reports.
Provides advanced and consultative administrative support to program or departmental leadership.
Manages complex calendars and logistics involving competing priorities and multiple stakeholders.
Prepares agendas, presentations, briefing materials, and meeting documentation for leadership meetings and key program initiatives.
Processes expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies.
Maintains accurate and organized electronic and physical records to support program operations and reporting needs.
Maintains accurate and organized program records, including staffing data, organizational structures, and documentation repositories.
Supports financial and purchasing processes, including submission and tracking of expenses, purchase orders, and contracts.
Develop, maintain, and regularly update organizational charts to accurately reflect reporting structures, staffing changes, and position classifications.
Partner with leadership to validate organizational structures, FTE allocations, and reporting relationships and prepare clear, executive-ready organizational visuals.
Track and incorporate personnel actions (new hires, reclassifications, transfers, and separations) into updated org charts in a timely manner.
Leads coordination of assigned projects and initiatives supporting program goals and operational priorities.
Develops and maintains integrated project tracking tools, timelines, and task lists to support overall project coordination and progress.
Facilitates coordination among internal teams to support timely completion of project deliverables.
Evaluates project risks and issues impacting timelines or outcomes and recommends mitigation strategies.
Maintains project documentation and synthesizes status updates and recommendations for leadership review.
Leads coordination of program operations projects and strategic initiatives, including workforce tracking, onboarding workflows, system implementation support, and training execution.
Serve as the primary coordinator for the planning and implementation of program training initiatives in alignment with organizational goals and timelines.
Oversee all training logistics, including developing and maintaining training plans; coordinating schedules with program leadership, trainers, and participants to ensure readiness; securing room reservations; sending meeting invitations; preparing materials; confirming staff availability, setting up training spaces, reconciling purchase orders, contracts, and related financial documentation associated with training activities.
Tracks staffing metrics, FTE allocations, and workforce changes; supports maintenance of systems (e.g., Salesforce) for reporting and operational visibility.
Coordinates cross-functional efforts to resolve system or operational issues, serving as liaison between program teams, IT, and external partners.
Evaluates risks, identifies trends (e.g., recurring Athena, Trayt, and other system or workflow issues), and recommends process improvements or mitigation strategies.
Maintain accurate and up-to-date staffing records within the Salesforce database, including active employees, positions, vacancies, inactive employees, roles, and funding allocations.
Submit and track the status of FTE change requests and support implementation, when necessary.
Track and reconcile position status (filled, vacant) and FTE allocations to ensure alignment with approved budgets.
Generate reports and dashboards from Salesforce to support leadership decision-making, workforce planning, and operational reporting.
Coordinates and monitors compliance with departmental policies, institutional standards, and applicable regulations.
Maintains and ensures accuracy of program data, documentation, and records for reporting and compliance purposes.
Prepares routine and ad hoc reports, ensuring completeness, accuracy, and alignment with reporting requirements.
Reviews and validates information for audits, reviews, and reporting requests, resolving routine discrepancies.
Applies established processes and internal controls, identifying and addressing basic issues or inconsistencies.
Prepares routine and ad hoc reports, including budget tracking, variance reporting, and operational dashboards.
Leads coordination for special projects, pilots, or time-limited initiatives by developing work plans, aligning stakeholders, and monitoring progress to support leadership objectives.
Serves as a resource for training or mentoring less experienced administrative or program coordination staff on processes, tools, and best practices.
Supports planning or transition activities during organizational, programmatic, or leadership changes by coordinating timelines, documentation, and stakeholder communications.
Adheres to internal controls and reporting structure.
Performs related duties as required.