Program Coordinator - Senior Administrative and Operations (THRIVE)

Department:

SOM Wichita Psychiatry and Behavioral Sciences

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Wichita THRIVE

Position Title:

Program Coordinator - Senior Administrative and Operations (THRIVE)

Job Family Group:

Professional Staff

Job Description Summary:

The Senior Administrative & Operations Coordinator provides centralized administrative, operational, and communication support for the Thrive Kansas Digital Mental Health Initiative by coordinating meetings, maintaining project management systems, tracking action items, milestones, and deliverables, managing operational documentation, and supporting leadership communications. Serving as a key organizational resource for project leadership, this role facilitates effective coordination across multiple teams, regional hubs, and initiative activities, ensuring alignment, information flow, and organizational efficiency. The position focuses on strengthening operational infrastructure, documentation, communication processes, and project coordination to support the day-to-day functioning and overall effectiveness of the initiative.

The Thrive Kansas Digital Mental Health Initiative is a grant funded, statewide, evidence-based digital therapeutic strategy designed to expand access to treatment for depression, substance use disorders (SUD) and other mental disorders in rural Kansas. The initiative deploys clinically validated computerized mental health interventions supported by community-based facilitation and integrated into rural primary care, behavioral health, and community settings.

Job Description:

Job Duties

Project Coordination & Administrative Operations

• Maintain project timelines, task lists, milestone trackers, and implementation roadmaps.

• Coordinate recurring and ad hoc meetings across project leadership, regional teams, and partner organizations.

• Develop meeting agendas and coordinate meeting logistics.

• Document meeting minutes, decisions, action items, and follow-up activities.

• Monitor completion of action items and assigned deliverables.

• Track cross-team dependencies and provide status updates to project leadership.

Leadership & Governance Support

• Support the Initiative Director, Associate Director, Senior Project Director, and Senior Project Manager in coordinating initiative activities.

• Assist with preparation of leadership team meetings and planning sessions.

• Maintain project governance documentation and decision logs.

• Coordinate communications related to project priorities and leadership decisions.

• Facilitate communication among teams as directed by project leadership.

Documentation & Knowledge Management

• Maintain shared project files and document repositories.

• Manage standard operating procedures (SOPs) and workflow documentation.

• Maintain version-control processes for initiative documents.

• Ensure project records remain organized and accessible.

• Support development and dissemination of operational guidance documents.

Cross-Team Coordination

• Coordinate routine communications among initiative teams.

• Support scheduling and coordination of cross-functional workgroups.

• Assist with coordination of regional hub meetings and activities.

• Ensure consistent communication of operational updates across teams.

• Facilitate logistical support for collaborative initiatives.

Administrative Infrastructure Support

• Maintain project calendars and coordination systems.

• Support planning and logistics for major initiative meetings and events.

• Coordinate scheduling across teams and leadership groups.

• Assist with maintenance of project management and collaboration platforms.

• Conducts activities in a professional and ethical manner, and in accordance with KUMC Policies and applicable local, state and federal laws and regulations.

• Performs job responsibilities in a safe and secure manner.

• Coordinate work with other University areas ensure integration and support of the University mission.

• Develops, maintains and expands job-specific knowledge and skills to keep pace with industry changes and supports the university's commitment to excellence and innovation.

• Participates in relevant committees, task force, or other similar activities.

• Maintain confidentiality of medical center, employee, and patient information. Manages