Senior Administrative Program Coordinator

** Job Posting

Title:

** Senior Administrative Program Coordinator**---
- **** Hiring Department:
** Department of Pediatrics**---
- **** Position Open To:
** All Applicants**---
- **** Weekly Scheduled

Hours:

** 40**---
- **** FLSA Status:
** Exempt**---
- **** Earliest

Start Date:

** Immediately**---
- **** Position Duration:
** Expected to Continue**---
- ***
* Location:

** AUSTIN, TX**---
- **** Job Details:**## PURPOSE The Senior Administrative Program Coordinator plays a pivotal role in ensuring the smooth and efficient operation of various programs within the healthcare system. 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.

Additionally, this position provides high-level administrative support for the Associate Chair for Quality, Innovation and Outreach, the Division Chief of Pediatric Critical Care, the Division Chief of Ambulatory Pediatrics, and the Division Chief of Pediatric Nephrology in the Department of Pediatrics.## RESPONSIBILITIES Program Coordination
* Manage and coordinate program activities, timelines, and deliverables.
* Oversee preparation, review, and dissemination of program-related documents.
* Facilitate effective communication between internal departments and external stakeholders to ensure alignment and success.
* Assist division chiefs with annual faculty evaluation process, including scheduling meetings, communicating with faculty, and ensuring timely submission of paperwork.
* Provide administrative support for specialized programs (e.g., Pediatric Global Health), including processing travel authorizations, reimbursements, and tracking expenses.

Administrative Support
* Provide high-level administrative support to leadership, including the Associate Chair and Division Chiefs.
* Strategically manage calendars and time; schedule internal and external meetings, coordinate resources, and prepare reference materials.
* Contact and remind attendees, attend meetings, take minutes, and arrange room reservations or virtual links, catering, and other logistics.
* Prepare, process, and reconcile expense reports and invoices; track submission and receipt of funds in real time.
* Support faculty and staff with purchasing/travel requests and payment processing, educating them on UT/DMS policies as needed.

Project Management
* Assist in planning, organizing, and managing projects from initiation to completion.
* Monitor project progress, identify risks, and ensure timely delivery of milestones.
* Coordinate cross-functional collaboration to achieve project objectives.
* Track invoices for subawards and contractors, process payments, and monitor expenses for grant projects and professional development.

Event Coordination
* Plan and organize events, meetings, and conferences to support organizational goals.
* Coordinate and execute department events on and off campus, including securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes.
* Ensure events are executed smoothly and meet established objectives.

Compliance and Reporting
* Ensure adherence to company policies, procedures, and applicable legal regulations, including UT travel and purchasing policies.
* Prepare and submit accurate reports on program activities, outcomes, and performance metrics.
* Maintain comprehensive records and documentation for audit and compliance purposes.
* Assist with daily operational activities for the Department of Pediatrics, including special projects and flexible contributions as priorities evolve.

REQUIRED QUALIFICATIONS
* Bachelor's Degree in Business Administration, Healthcare Management, or a related field
* At least 5 year(s) of experience in administrative or program coordination experience.

Relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS:

* Master's Degree in Business Administration, Healthcare Management, or a related field
* At least 7 year(s) of experience in administrative or program coordination experience, preferably in a healthcare setting.
* Experience at UT Austin, including UT financial systems such as DEFINE, FRMS, Point Plus, and UT Market.
* Certified Administrative Professional (CAP), Project Management Professional (PMP)
SALARY RANGE $56,000 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT
* Standard office equipment
* Repetitive use of a keyboard## Required Materials
* Resume/CV
* 3 work references with their contact information; at least one reference should be from a supervisor
* Letter of interest
** Important*
* ** for applicants who are NOT current university employees or…