Senior Administrative Program Coordinator – Medical Education

Job Posting Title:

Senior Administrative Program Coordinator – Medical Education

Hiring Department:

Department of Psychiatry

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

May 16, 2025

Position Duration:

Expected to Continue Until Aug 31, 2025

Location:

AUSTIN, TX

Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Administrative Program Coordinator – Medical Education.

Purpose

The Senior Administrative Program Coordinator – Medical Education will be an integral part of our dynamic, multi-disciplinary team in the Department of Psychiatry and Behavioral Sciences at Dell Medical School. This role is pivotal in providing administrative support to the Department Chair’s Office and other department leadership. A significant portion of the position involves high-level management of department events, with a primary focus on organizing continuing medical education activities. Key responsibilities include coordinating our annual Psychiatry Department Lecture Series, notably Grand Rounds and Parker Expert Lectures.

Responsibilities

• Provide direct operational support and high-level administrative support of Department Leadership. Manage calendar and serve as primary contact for Department Leadership.
• Provide high-level logistical support for all departmental events, including CME events such as Psychiatry Grand Rounds and Parker Expert Lecture Series as well as other events. Manage CME submissions, plan and coordinate logistical details, serve as point person with invited speakers, maintain accurate and professional correspondence logs, and manage expense tracking and processing. Manage and track Grand Rounds expense budget. Act as primary contact departmentally for DellMed CME office.
• Support the recruitment, onboarding and administrative needs of all Specialized Fellowship Programs. Maintain records and correspondence in accordance with grant requirements and under the direction of the departmental grant manager. Provide direct operational support to the Specialized Fellowship Program Directors as it relates to the programs.
• Other duties as assigned.

Required Qualifications

• Bachelor’s degree and five years of experience, or Master’s degree and three years of experience coordinating or administering a program.
• Ability to communicate clearly, understandably, and professionally in person and on the phone.
• Superior written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Zoom, and event management platforms (e.g., Eventbrite, Cvent):
• Ability to interact with peers, executives, and program partners in a manner that positively represents Dell Medical School.
• Sound judgment in decision-making.
• Ability to maintain regular, reliable, and punctual attendance.
• Demonstrated flexibility and adaptability to change.

Preferred Qualifications

• Flexible and positive attitude.
• Strong organizational skills with the ability to manage multiple high-priority tasks simultaneously.
• Experience coordinating complex events with multiple moving parts.
• Excellent communication and customer service skills.
• Proven success in building and maintaining effective relationships with internal and external partners.
• Resourcefulness and creativity in problem-solving.
• Ability to follow through with delegated tasks and demonstrate accountability.
• Knowledge of medical school processes and systems, specifically related to event coordination and management.
• Experience providing high-level administrative support in an academic medical center or similar environment.
• Proficiency with scheduling, calendar management, and coordinating logistics for senior leadership.
• Familiarity with managing lecture series or continuing medical education (CME) events.
• Strong attention to detail and a commitment to delivering high-quality work.
• Ability to work both independently and as part of a collaborative, multi-disciplinary team.
• Commitment to uphold confidentiality and professionalism in all interactions.

Salary Range

$55,000+ depending on qualifications

Working Conditions

• May work in all weather conditions
• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Occasional weekend, overtime and evening work to meet deadlines

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 contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

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