Senior Administrative Program Coordinator

University of Texas at Austin

141d • $57,000

About The Position

The Dell Medical School is seeking a Senior Administrative Program Coordinator within the Department of Surgery and Perioperative Care. Purpose The Senior Administrative Program Coordinator plays a pivotal role in ensuring the smooth and efficient operation of research programs within the Department of Surgery and Perioperative Care. This position provides advanced administrative support, coordinates program activities, and facilitates communication across departments. The role involves managing schedules, overseeing project timelines, and supporting the leadership team in achieving strategic goals. The Senior Administrative Program Coordinator works closely with clinical staff, administrative personnel, and external stakeholders to enhance operational efficiency and contribute to the overall success of the organization.

Requirements

• Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related field.
• At least 5 years of experience in administrative or program coordination experience.

Nice To Haves

• Master's Degree in Business Administration, Healthcare Management, or a related field.
• At least 7 years of experience in administrative or program coordination experience, preferably in a healthcare setting.
• Certified Administrative Professional (CAP).
• Project Management Professional (PMP).

Responsibilities

• Manages and coordinates program activities and timelines.
• Oversees the preparation and dissemination of program-related documents.
• Facilitates communication between departments and external stakeholders.
• Manages onboarding, including submitting applications for approval to gain access to conduct research in UT Health Austin and Ascension clinical spaces for research visiting scholars, volunteers, fellows, and affiliates.
• Organizes meetings, including scheduling, sending reminders, and arranging catering, including scheduling and communications for the monthly Discovery and Investigation Seminar Series and faculty Research Committee meetings.
• Provides high-level administrative support to the leadership team.
• Manages schedules, appointments, travel, and bookings for executives.
• Prepares and processes expense reports and invoices.
• Prepares and distributes monthly Value-Based Health Care Reading List and communications related to research meetings and events.
• Ensures research-related events are included in Dell Med internal calendar.
• Assists in planning, organizing, and managing projects.
• Monitors project progress and ensures timely completion.
• Coordinates cross-departmental collaboration for project success.
• Plans and organizes events, meetings, and conferences.
• Manages logistics, including venue booking and catering arrangements.
• Ensures events run smoothly and meet organizational objectives.
• Assists in planning and organizing research-related events and functions, including the Department of Surgery and Perioperative Care Annual Research Symposium.
• Ensures compliance with company policies and legal regulations.
• Prepares and submits regular reports on program activities and outcomes.
• Maintains accurate records and documentation.
• Conducts research and manages data related to program activities.
• Provides insights and recommendations based on data analysis.
• Assists Associate Director of Research with post-award management of sponsored projects.
• Works with research coordinators, Associate Director, and Office of Finance to manage requests and financial reconciliations of payments to research participants.
• Assists in the onboarding and training of new staff members.
• Develops training materials and conducts training sessions.
• Oversees office supplies and negotiates terms with suppliers.
• Manages office equipment and ensures proper maintenance.

Benefits

• Competitive salaries
• Full benefits
• Extensive support network
• Collaborative working community

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Bachelor's degree
• Number of Employees: 251-500 employees