Administrative Program Coordinator

Job Posting Title: Administrative Program Coordinator ---- Hiring Department: Department of Surgery and Perioperative Care ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 30 ---- FLSA Status: Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until Aug 26, 2026 ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes Dell Medical School is seeking an Administrative Program Coordinator Purpose This is a temporary position expected to end on 08/26/26. The Administrative Program Coordinator supports various programs within the healthcare system, ensuring smooth operations. This role involves administrative support, project management, and coordination of activities. The coordinator works closely with clinical staff, administrative personnel, and external stakeholders. Responsibilities Program Coordination Manages and coordinates program activities and timelines. Oversees the preparation and dissemination of program-related documents. Facilitates communication between departments and external stakeholders. Administrative Support Provides high-level administrative support to the leadership team. Manages schedules, appointments, and bookings for executives. Prepares and processes expense reports and invoices. Project Management Assists in planning, organizing, and managing projects. Monitors project progress and ensures timely completion. Coordinates cross-departmental collaboration for project success. Event Coordination Plans and organizes events, meetings, and conferences. Manages logistics, including venue booking and catering arrangements. Ensures events run smoothly and meet organizational objectives. Compliance and Reporting 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. Other Job Duties may apply as assigned MARGINAL OR PERIODIC FUNCTIONS: Research and Data Management Conduct research and manage data. Provide insights based on analysis. Handles confidential patient information and prepares case materials. Training and Development Assist in onboarding and training new staff. Develop training materials. Office Management Manage office supplies and equipment. Ensure proper maintenance. Adheres to internal controls and reporting structure. Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES 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. Required Qualifications Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related field with at least 3 year(s) of experience in administrative or program coordination experience. Relevant education and experience may be substituted as appropriate. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Master's Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in preferably in healthcare. Certified Administrative Professional (CAP), Project Management Professional (PMP) Salary Range $3,500 monthly depending on qualifications (based on a 30 hr work week) Working Conditions 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 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 and 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. Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000 students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site. Comments and Inquiries: Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus