Senior Administrative Program Coordinator, Business Operations

Senior Administrative Program Coordinator, Business Operations

Department:
Department of Psychiatry

Position Open To:
All Applicants

Weekly Scheduled

Hours:

40

FLSA Status:
Exempt from FLSA

Earliest

Start Date:

Immediately

Position Duration:
Expected to Continue Until Aug 31, 2027

Location:

AUSTIN, TX

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.

Advanced Program Coordination

• 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, tracks, documents, and coordinates resolution of system- and technology-related issues impacting program operations across multiple platforms. Maintains detailed issue logs documenting problem descriptions, resolution steps, timelines, and outcomes.

Complex Administrative Support

• Develops variance commentary based on the Department‑provided budget to actual and prepares monthly executive‑ready reports for leadership.
• Collaborates 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.
• Develops, maintains, and regularly updates organizational charts to accurately reflect reporting structures, staffing changes, and position classifications.
• Partners with leadership to validate organizational structures, FTE allocations, and reporting relationships and prepares clear, executive‑ready organizational visuals.
• Tracks and incorporates personnel actions (new hires, reclassifications, transfers, and separations) into updated org charts in a timely manner.

Advanced Project Coordination

• 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…