Senior Administrative Program Coordinator, Standardized Patient Programs

University of Texas at Austin; Austin (TX); On-site; USD 56,000 - 65,000; Full time

Job summary

University of Texas at Austin is seeking a Senior Administrative Program Coordinator to provide advanced program coordination and operational support for assessment, simulation, and standardized patient initiatives on the UT Main Campus. The role ensures seamless administration of learning programs, schedules, and communications to promote high-quality participant experiences.

The position collaborates with faculty, learners, standardized patients, and leadership to advance educational outcomes,

Qualifications

• Requires a Bachelor’s Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in administrative or program coordination experience.
• Relevant education and experience may be substituted as appropriate.
• Master’s Degree with at least 7 year(s) of experience in administrative or program coordination, preferably in healthcare.

Responsibilities

• Manages and coordinates program activities and timelines.
• Manages event planning and execution for OSCE, simulation, and Assessment Center activities.
• Coordinates all SP scheduling, assignments, and logistics across UME, GME, CME and other University affiliated programs as directed by their supervisor.
• Trains standardized patients (SP) for events, e.g., OSCE.
• Oversees the preparation and dissemination of program-related documents.
• Facilitates communication between departments and external stakeholders.
• Provides high-level administrative support to the leadership team.
• Manages schedules, appointments, and bookings for executives.
• Prepares and processes expense reports and invoices.
• Monitors project progress and ensures timely completion.

Skills

Multitasking

Communication skills

Project planning

Timeline management

Detail oriented

Documentation accuracy

Issue resolution

Analytical thinking

Medical terminology familiarity

Education

Bachelor’s Degree in Business Administration/Healthcare Management

Master’s Degree in Business Administration/Healthcare Management

Job description

Hiring Department

Department of Medical Education

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Exempt from FLSA

Earliest Start Date

Oct 05, 2026

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

GENERAL NOTES

The Senior Administrative Program Coordinator provides advanced program coordination and operational support for assessment, simulation, and standardized patient initiatives. This role is responsible for ensuring the seamless administration of programs that support learner assessment, stakeholder engagement, and educational outcomes. The position coordinates complex logistics, scheduling, communications, and program processes while partnering with faculty, learners, standardized patients, and leadership to promote consistency, efficiency, and a high-quality participant experience across educational programs.

Purpose

The Senior Administrative Program Coordinator plays a pivotal role in ensuring the smooth and efficient operation of various programs within the healthcare system. This position provides advanced administrative support, coordinates program activities, and facilitates communication across departments. The role involves managing schedules, overseeing project timelines, and supporting the leadership team in achieving strategic goals. The Senior Administrative Program Coordinator works closely with clinical staff, administrative personnel, and external stakeholders to enhance operational efficiency and contribute to the overall success of the organization.

Responsibilities

Program Coordination

• Manages and coordinates program activities and timelines.
• Manages event planning and execution for OSCE, simulation, and Assessment Center activities.
• Coordinates all SP scheduling, assignments, and logistics across UME, GME, and CME and other University affiliated programs as directed by their supervisor.
• Trains standardized patients (SP) for events, e.g., OSCE.
• 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.
• Serves as primary operational point-of-contact for course directors and faculty, working closely with the SPD on strategic communications and stakeholder relations.
• Maintains calendars, timelines, and task lists for all assessment activities.
• 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.
• Oversees SP communication, onboarding, and roster management.
• Maintains efficient running of events and meets organizational objectives.

Compliance and Reporting

• Complies with company policies and legal regulations.
• Tracks program logistics, resources, and operational details.
• Supports budget tracking and resource requests.
• Assists Standardized Patient Educator (SPE) role development and LCME/accreditation requirements under Standardized Patient Director (SPD) guidance.
• Prepares and submits regular reports on programming activities and outcomes.
• Maintains accurate records and documentation.

Other Job Duties may apply as assigned

MARGINAL OR PERIODIC FUNCTIONS

Research and Data Management

• Conducts research and manages data related to program activities.
• Provides insights and recommendations based on data analysis.

Training and Development

• Assists in the onboarding and training of new staff members.
• Develops training materials and conducts training sessions.

Office Management

• Oversees office supplies and negotiates terms with suppliers.
• Manages office equipment and ensures proper maintenance.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

• Effective in managing multiple tasks and priorities.
• Excellent verbal and written communication abilities.
• Capable of facilitating clear and effective communication.
• Proficient in planning, executing, and monitoring projects.
• Strong ability to manage project timelines and resources.
• Highly detail-oriented and accurate in work.
• Ensures precision in documentation and reporting.
• Effective in identifying and resolving issues.
• Demonstrates strong analytical and critical thinking abilities.
• Familiarity with basic medical terminology.

EDUCATION & EXPERIENCE

MINIMUM QUALIFICATIONS

Requires a Bachelor’s Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in administrative or program coordination experience.

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 7 year(s) of experience in administrative or program coordination experience, preferably in a healthcare setting.

LICENSES, REGISTRATIONS OR CERTIFICATIONS

REQUIRED

None

PREFERRED

Certified Administrative Professional (CAP), Project Management Professional (PMP)

Salary Range

$56,291 - $65,000

WORKING ENVIRONMENT/EQUIPMENT

• 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

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.

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.