Senior Administrative Program Coordinator

University of Texas; Austin (TX); On-site; USD 51,000 - 62,000; Full time

Job summary

The University of Texas at Austin, Dell Medical School, seeks a Senior Administrative Program Coordinator to provide high-level administrative, organizational, and operational support for Neurology and Neurosurgery faculty affairs and education.

Based on the UT Dell campus, the role manages Neurology Grand Rounds, CME, GME activities, faculty evaluations and promotions, and undergraduate medical education clerkships, working closely with faculty, leaders, residents, and students to ensure timely

Qualifications

• Bachelor’s degree and five years of experience coordinating or administering a program; or a master’s degree and three years of applicable experience.
• Proficiency with Microsoft Office Suite and excellent data management and analysis skills.
• Calendar management experience.
• Professional demeanor with excellent oral and written communication skills and demonstrated ability to communicate effectively with all levels of management and respond to faculty and staff tactfully, clearly, and concisely.

Responsibilities

• Coordinate Neurology Grand Rounds seminar from September through July, including scheduling and speakers.
• Coordinate Continuing Medical Education (CME) activities related to Grand Rounds.
• Collaborate with GME directors and coordinators; attend GME Committee meetings as required.
• Provide cross-training with the Neurosurgery counterpart for operational redundancy.
• Support annual faculty evaluation processes and promotion/tenure activities.
• Co-facilitate Undergraduate Medical Education (UME) Clerkship program and coordinate related activities.
• Plan and support departmental events, residents, and student activities; handle event logistics and coordination.

Skills

Organizational skills

Calendar management

Microsoft Office Suite

Data management

Written and verbal communication

Professional demeanor

Cross-functional coordination

Education

Bachelor’s degree or higher

Master’s degree

Job description

Job Posting Title:Senior Administrative Program Coordinator-Hiring Department:Department of Neurology-Position Open To:All Applicants-Weekly Scheduled Hours:40-FLSA Status:Exempt from FLSA-Earliest Start Date:Immediately-Position Duration:Expected to Continue-Location:AUSTIN, TX-Job Details:General NotesThe Senior Administrative Program Coordinator provides high-level administrative, organizational, and operational support for the faculty affairs and educational activities of the Neurology and Neurosurgery departments. This position supports faculty, learners, and departmental leadership through coordination of academic programs, faculty affairs activities, educational events, and undergraduate medical education initiatives.This position is based at Dell Medical School’s HDB location and is expected to work on-site 2–3 days per week, with the possibility of limited remote work as duties permit. Remote work arrangements are reviewed annually and are subject to change based on the business needs of the department.PurposeThe Senior Administrative Program Coordinator provides high-level administrative, organizational, and operational support for faculty affairs and educational activities within the Neurology and Neurosurgery departments.The position coordinates complex academic and administrative programs, including Neurology Grand Rounds, faculty evaluations and promotion and tenure activities, undergraduate medical education (UME) clerkship activities, and departmental educational events. The role works closely with faculty, program leadership, medical education partners, residents, students, and administrative colleagues to ensure effective coordination and delivery of departmental programs.ResponsibilitiesNeurology Grand Rounds Seminar AdministrationCoordinate and manage the weekly Neurology Grand Rounds seminar from September through July.Schedule and coordinate speakers, including outside guest speakers.Coordinate Continuing Medical Education (CME) activities associated with Grand Rounds.Collaborate with Graduate Medical Education (GME) directors and coordinators.Attend GME Committee meetings as required.Cross-train with the Neurosurgery counterpart to provide operational redundancy and coverage as needed.Faculty AffairsCo-facilitate faculty affairs activities for Neurology and Neurosurgery.Support annual faculty evaluation processes.Coordinate and support promotion and tenure activities.Partner with departmental faculty and leadership to ensure timely completion of faculty affairs activities.Undergraduate Medical EducationCo-facilitate the Neurology and Neurosurgery Undergraduate Medical Education (UME) Clerkship program.Work closely with UME-affiliated faculty and UME directors in Neurology and Neurosurgery.Coordinate administrative and operational activities supporting the clerkship program.Departmental Events and Educational ProgramsCo-facilitate annual departmental events for faculty, residents, and students across Neurology and Neurosurgery.Support events including Resident Research Evening, Resident Graduation, and special guest speakers for residents and medical students.Coordinate event logistics and administrative activities with faculty and departmental stakeholders.Additional ResponsibilitiesPerform other duties as assigned.Knowledge, Skills, and AbilitiesExcellent organizational and time-management skills with the ability to coordinate multiple programs, priorities, and deadlines.Strong calendar management and administrative coordination skills.Proficiency with Microsoft Office Suite.Strong data management and analysis skills.Excellent written and verbal communication skills.Professional demeanor with the ability to communicate effectively with faculty, staff, leadership, learners, and other stakeholders.Ability to respond to faculty and staff tactfully, clearly, and concisely.Ability to work collaboratively across Neurology and Neurosurgery and coordinate activities involving multiple academic and administrative stakeholders.Required QualificationsBachelor’s degree and five years of experience coordinating or administering a program; or a master’s degree and three years of applicable experience.Proficiency with Microsoft Office Suite and excellent data management and analysis skills.Excellent organizational and time-management skills.Calendar management experience.Professional demeanor with excellent oral and written communication skills and demonstrated ability to communicate effectively with all levels of management and respond to faculty and staff tactfully, clearly, and concisely.Preferred QualificationsExperience coordinating academic events such as Grand Rounds and other educational seminars and presentations.Experience facilitating an Undergraduate Medical Education (UME) clerkship program.Working knowledge of UT procurement policies and procedures.Salary Range$56,291+ depending on qualificationsWorking ConditionsThis position is based at the HDB location.Position is expected to work on-site at the UT Austin/Dell Medical School campus 2–3 days per week, with the possibility of limited remote work as duties permit.Remote work is reviewed annually and is subject to change based on the business needs of the department.Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interestImportant 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, where you may upload multiple 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 Find UT Jobs. Log in to Workday, navigate to your Worker Profile, click the Career link in the left-hand navigation menu, and update your Professional Profile before applying. This information will be pulled into 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 to upload any additional Required Materials 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.