Program Director Jobs

About The Position

Requirements

• Associates degree or equivalent and 2 years of office related experience.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Strong problem-solving and critical-thinking abilities
• High level of professionalism and discretion
• Ability to work independently and collaboratively
• Customer service–oriented mindset
• Adaptability in a dynamic academic healthcare environment

Nice To Haves

• Prior experience supporting faculty in a high-volume academic, clinical, or research setting strongly preferred.
• Proficiency with institutional systems such as PeopleSoft (e-Pro, expense reports, vouchers, ISC) and Power.
• Experience with QGenda scheduling platform, DataMart, Kronos, and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

Responsibilities

• Provide executive-level administrative support to MFM faculty, including the Fellowship Program Director, Residency Program Director, and Associate Residency Program Director.
• Manage complex calendars, prioritizing strategic initiatives and critical deadlines.
• Coordinate, plan, and facilitate meetings (in-person and virtual via Teams/Zoom), including preparation of agendas, materials, and minutes.
• Draft, edit, and proofread correspondence, letters, memoranda, reports, and presentations.
• Maintain and update faculty curriculum vitae (CVs).
• Perform front-facing administrative duties, including answering phones, routing calls, and greeting visitors.
• Maintain organized records and filing systems in compliance with institutional Record Retention policies.
• Coordinate domestic and international travel for faculty, including logistics, registrations, reimbursements, and adherence to UTMB travel guidelines.
• Process invoices, purchase orders (POs), supply requests, and vendor payments.
• Serve as liaison with internal departments (e.g., purchasing, facilities, safety, and inventory control) to support operational needs.
• Provide backup support for QGenda scheduling, including maintaining provider schedules, assisting with updates, and ensuring coverage continuity as needed.
• Reconcile departmental and faculty accounts through review of monthly ledgers, invoices, vouchers, and purchase orders.
• Maintain accurate and detailed financial records and tracking reports.
• Monitor expenditures, identify variances, and assist with corrective actions.
• Prepare financial, statistical, and annual reports to support division leadership and planning initiatives.