Senior Administrative Program Coordinator, Grand Rounds and Academic Events

University of Texas at Austin; Austin (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

University of Texas at Austin's Dell Medical School seeks a Senior Administrative Program Coordinator for Grand Rounds and Academic Events. This grant-funded role, with an end date of August 31, 2027 and renewal potential, is based in Austin, TX and requires 40 hours per week.

The position provides advanced administrative and coordination support, managing complex program activities, calendars, and communications with internal teams and external speakers.

Responsibilities

• Coordinates complex or high-volume program activities, specifically Grand Rounds/Speaker Series, to support assigned departmental programs.
• Manages CME and CEU submissions of the Department's Grand Rounds/Speaker Series; plans and coordinates logistical details; serves as point person with invited speakers; maintains accurate and professional correspondence logs; manages expense tracking and processing.
• Develops and maintains integrated program and project 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 (i.e. Dell Med CME Office), including escalation of coordination issues.
• Independently identifies, analyzes, and resolves coordination issues or workflow gaps.
• Leads coordination of assigned projects and initiatives supporting program goals and operational priorities.
• 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 program and project documentation, and synthesizes status updates and recommendations for leadership review.
• Provide on-site support to the Executive Manager in the Chair's Office, including recruiting, calendar management, administrative assistance, and other duties as assigned.
• Manage the calendar and serve as primary contact for the Senior Director of the Department of Psychiatry and Behavioral Sciences, which will often require independent decision-making.
• Provide support to the Executive Manager in the Chair's Office, including recruiting, calendar management, administrative assistance, and other duties as assigned.
• Coordinates all department wide complex and highly visible events, including but not limited to Holiday Party, Spring Picnic, Affiliate Faculty Appreciation Event, and other meetings/workshops.
• Works closely with the Assistant Director of Education on Graduation and Scholarly Day events.
• Manages event logistics including scheduling, space reservations, technology needs, and materials preparation.
• Develops event timelines, agendas, and participant communications.
• Ensures events are executed in alignment with department objectives, resolving real time issues through on site support.
• Prepares post event documentation and follow up materials.
• Processes expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies.
• Coordinates and monitors compliance with departmental policies, institutional standards, and applicable regulations.
• Maintains and ensures accuracy of program data, documentation, and records for reporting and compliance purposes.
• Prepares routine and ad hoc reports, ensuring completeness, accuracy, and alignment with reporting requirements.
• Reviews and validates information for audits, reviews, and reporting requests.

Job description

Senior Administrative Program Coordinator, Grand Rounds and Academic Events

Hiring Department:

Dell Medical School

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

Job Details:

General Notes

Dell Medical School is seeking a Senior Administrative Program Coordinator, Grand Rounds and Academic Events.

This is a grant funded position with an end date of 8/31/2027 that is renewable for another year based upon work performance and progress toward research goals.

Purpose

The Senior Administrative Program Coordinator provides advanced administrative and coordination support for one or more programs within a designated department of the healthcare system. Reporting to a program or departmental leader, this role is responsible for coordinating complex program activities, maintaining schedules and documentation, and supporting execution of program priorities. This position manages multiple concurrent workflows, resolves routine coordination challenges, and facilitates communication among internal and external stakeholders. The Senior Administrative Program Coordinator serves as the primary point of contact for program coordination, ensuring activities are carried out accurately, consistently, and in alignment with established requirements to support overall program effectiveness and continuity.

Responsibilities

Advanced Program Coordination

• Coordinates complex or high-volume program activities, specifically Grand Rounds/Speaker Series, to support assigned departmental programs.
• Manage CME and CEU submissions of the Department's Grand Rounds/Speaker Series; plans and coordinates logistical details; serves as point person with invited speakers; maintains accurate and professional correspondence logs; manages expense tracking and processing.
• Develops and maintains integrated program and project 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 (i.e. Dell Med CME Office), including escalation of coordination issues.
• Independently identifies, analyzes, and resolves coordination issues or workflow gaps.
• Leads coordination of assigned projects and initiatives supporting program goals and operational priorities.
• 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 program and project documentation, and synthesizes status updates and recommendations for leadership review.

Complex Administrative Support

• Provide on-site support to the Executive Manager in the Chair's Office, including recruiting, calendar management, administrative assistance, and other duties as assigned.
• Manage the calendar and serve as primary contact for the Senior Director of the Department of Psychiatry and Behavioral Sciences, which will often require independent decision-making.
• Provide support to the Executive Manager in the Chair's Office, including recruiting, calendar management, administrative assistance, and other duties as assigned.

Event Coordination

• Coordinates all department wide complex and highly visible events, including but not limited to Holiday Party, Spring Picnic, Affiliate Faculty Appreciation Event, and other meetings/workshops.
• Works closely with the Assistant Director of Education on Graduation and Scholarly Day events.
• Manages event logistics including scheduling, space reservations, technology needs, and materials preparation.
• Develops event timelines, agendas, and participant communications.
• Ensures events are executed in alignment with department objectives, resolving real time issues through on site support.
• Prepares post event documentation and follow up materials.
• Processes expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies.

Compliance and Reporting

• Coordinates and monitors compliance with departmental policies, institutional standards, and applicable regulations.
• Maintains and ensures accuracy of program data, documentation, and records for reporting and compliance purposes.
• Prepares routine and ad hoc reports, ensuring completeness, accuracy, and alignment with reporting requirements.
• Reviews and validates information for audits, reviews, and reporting requests,