Senior Administrative Program Coordinator, Standardized Patient Programs

utaustin; United States; On-site; USD 75,000 - 110,000; Full time

Job summary

UT Austin’s Department of Medical Education seeks a Senior Administrative Program Coordinator to oversee advanced administrative support and program logistics for standardized patient initiatives. You will coordinate schedules, events, and cross‑department communications to ensure a high-quality learner experience and smooth operational flow.

The role emphasizes stakeholder engagement, budgeting support, and collaboration with faculty, learners, SPs, and leadership to improve educational

Qualifications

• Requires a Bachelor's Degree in Business Administration, Healthcare Management, or related field with at least 5 years of administrative experience.
• Experience coordinating programs, events, and stakeholder communication in healthcare education settings.
• Strong organizational and budgeting capabilities with attention to accuracy.

Responsibilities

• Coordinate program activities, timelines, and logistics for simulations, OSCE, and assessment events.
• Train SPs for events and manage SP scheduling, roster, and communications.
• Prepare expense reports, invoices, and budgets; support leadership with project timelines.

Skills

Project management

Communication

Scheduling

Documentation

Cross-department collaboration

Data analysis

Medical terminology

MS Office

Education

Bachelor's Degree in Business Administration / Healthcare Management

Tools

MS Office

Job description

Job Posting Title

Senior Administrative Program Coordinator, Standardized Patient Programs

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

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

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