What are the responsibilities and job description for the Administrative Program Coordinator position at The University of Texas at Austin?
Job Posting Title:
Administrative Program Coordinator
Department of Medicine
All Applicants
40
Exempt
Mar 02, 2026
Expected to Continue
AUSTIN, TX
General Notes
Dell Medical School is seeking an Administrative Program Coordinator
Purpose
The Administrative Program Coordinator for Continuing Medical Education serves as a key liaison between the Department of Medicine and the Office of Continuing Medical Education (OCME) to ensure the successful delivery of high-quality CME programs. This role supports the advancement of lifelong learning for healthcare professionals by managing program logistics, maintaining compliance with accreditation standards, and coordinating educational activities that promote excellence in patient care. The Administrative Program Coordinator oversees scheduling, registration, and documentation processes, collaborates with faculty and leadership to develop and implement educational initiatives, and ensures accurate reporting and record-keeping. This position reports to the Senior Manager of Education in the Department of Medicine.
Responsibilities
CME Program & Events Coordination
Marginal or Periodic Functions:
Research and Data Management
Bachelor's degree in Business Administration, Healthcare Management, or a related field. Minimum of 3 years of relevant experience in administrative, program, project coordination roles. Experience in budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Master's degree in Business Administration, Healthcare Management, or a related field. Minimum of 5 years of relevant experience, preferably in healthcare. Proficiency with Office 365 and ability to learn and master applications used at UT-Austin. Professional experience in higher education, STEM education, or experiential learning environments. Familiarity with administrative and financial systems used at UT-Austin and the ability to leverage these tools for operational efficiency. Proven success developing standard operating procedures, creating training materials, and leading process improvement initiatives. Supervisory experience, including mentoring and managing student workers.
Salary Range
$55,000 depending on qualifications
Working Conditions
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.
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:
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.
Administrative Program Coordinator
Department of Medicine
All Applicants
40
Exempt
Mar 02, 2026
Expected to Continue
AUSTIN, TX
General Notes
Dell Medical School is seeking an Administrative Program Coordinator
Purpose
The Administrative Program Coordinator for Continuing Medical Education serves as a key liaison between the Department of Medicine and the Office of Continuing Medical Education (OCME) to ensure the successful delivery of high-quality CME programs. This role supports the advancement of lifelong learning for healthcare professionals by managing program logistics, maintaining compliance with accreditation standards, and coordinating educational activities that promote excellence in patient care. The Administrative Program Coordinator oversees scheduling, registration, and documentation processes, collaborates with faculty and leadership to develop and implement educational initiatives, and ensures accurate reporting and record-keeping. This position reports to the Senior Manager of Education in the Department of Medicine.
Responsibilities
CME Program & Events Coordination
- Coordinate all event logistics, including venue setup, A/V support, catering, parking, security, and guest speaker travel/housing.
- Collect and organize all speaker educational materials and promotional content in partnership with Marketing & Communications.
- Ensure full compliance with CME accreditation standards, institutional policies, and required documentation protocols.
- Manage event expenses, budget tracking, and processing of related financial paperwork.
- Provide on‑site operational oversight for CME activities and coordinate planning committee meetings.
- Administer participant evaluations, manage attendance tracking, and maintain accurate CME records.
- Distribute and collect disclosure forms for faculty and planning committee members.
- Retain all required CME documentation (e.g., applications, agreements, evaluations, sign‑ins, promotional materials) in accordance with OCME guidelines.
- Provides high-level administrative support to the leadership team.
- Manages schedules, appointments, and bookings for executives.
- Prepares and processes expense reports and invoices.
- Provides back up to our Faculty Affairs office
- Assists in planning, organizing, and managing projects.
- Monitors project progress and ensures timely completion.
- Coordinates cross-departmental collaboration for project success.
- Ensures compliance with company policies and legal regulations.
- Prepares and submits regular reports on program activities and outcomes.
- Maintains accurate records and documentation.
- Manages CME credits and CoC data in compliance with accreditation standards.
Marginal or Periodic Functions:
Research and Data Management
- Conduct research and manage data.
- Provide insights based on analysis.
- Assist in onboarding and training new staff.
- Develop training materials.
- Manage office supplies and equipment.
- Ensure proper maintenance.
- Adheres to internal controls and reporting structure.
- Performs related duties as required.
- Navigate complex structures and manage multiple tasks.
- Excellent verbal and written communication.
- Plan, execute, and monitor projects effectively.
- Ensure precision in documentation and reporting.
- Identify and resolve issues effectively.
Bachelor's degree in Business Administration, Healthcare Management, or a related field. Minimum of 3 years of relevant experience in administrative, program, project coordination roles. Experience in budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Master's degree in Business Administration, Healthcare Management, or a related field. Minimum of 5 years of relevant experience, preferably in healthcare. Proficiency with Office 365 and ability to learn and master applications used at UT-Austin. Professional experience in higher education, STEM education, or experiential learning environments. Familiarity with administrative and financial systems used at UT-Austin and the ability to leverage these tools for operational efficiency. Proven success developing standard operating procedures, creating training materials, and leading process improvement initiatives. Supervisory experience, including mentoring and managing student workers.
Salary Range
$55,000 depending on qualifications
Working Conditions
- Occasional evening or weekend work may be required for events or deadlines.
- May work around standard office conditions
- Repetitive use of a keyboard at a workstation
- May have to walk up and down stairs
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
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.
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 and Spanish) [PDF]
- Right to Work Poster (English) [PDF]
- Right to Work Poster (Spanish) [PDF]
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.
Salary : $55,000