Senior Administrative Clinical Program Coordinator, Department of Psychiatry and Behavioral Sciences, Dell Medical School

Job Posting Title:

Senior Administrative Clinical Program Coordinator, Department of Psychiatry and Behavioral Sciences, Dell Medical School

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Hiring Department:

Department of Psychiatry

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Aug 31, 2024

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Location:

AUSTIN, TX

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Job Details:

General Notes

This position has an end date of 8/31/24 but may be renewable based upon availability of funding, work performance, and progress toward goals.

Able to work remotely in a safe, private space. Remote work will require reliable internet access and a suitable workspace free from distractions. This position may require some on-site work.  A flexible working arrangement agreement will be required upon offer. This position will be expected to 40 hours per week between the hours of 7:00AM-6:00PM CST with a mutually agreed, set schedule. 

Purpose

To support the Director of Texas Child Health Access through Telemedicine (TCHATT) and Child Psychiatry Access network (CPAN) and related programs and initiatives by providing administrative and logistical assistance.

Responsibilities

• Collaborates with the medical director and colleagues to support the implementation of clincial projects for the Texas Child Mental Health programs. Collaborates with program medical director to track and facilitate progress on clincial goals and priorities.  Drive organizational efficiency by optimizing processes, workflows, and resource allocation.

• Assists the director with a large volume of reports. May counsel the director on departmental matters. Coordinate, track, perform, and monitor various clincial functions according to policy and priorities, including purchase requests, calendar management, and human resource position requests. 

• Reviews and edits proposals, memoranda, reports, and publications, and maintains and organizes files. Examines and answers correspondence. Obtains and disperses information, and reviews pertinent information so gathered. Process, route, and respond to inquiries from patients, families, and the public. Maintain accurate and professional correspondence logs, files, information, databases and other tracking systems as necessary. Communicate with other team members, Dell Medical School staff members, electronic health records administrators, and other stakeholders as needed. Manage inter- and intra-departmental communication through e-mail, phone, video conference, and other mechanisms. Draft professional correspondence, invitations, reports. Field inquiries from partners, clients, customers, and colleagues. Manage email correspondence.

• Supports the clinical use of project management software and process such as, clinical training materials, intranet resources, Smartsheets, documentation and other guidance.  Work closely with the Texas Child Mental Health Medical Director to address project flows and deadlines leveraging the team’s project management software. Update dashboards and project management software.

• Develops and maintains FAQ’s, dashboards, websites, workflows, and instructions to ensure clinical efficiency in staff and student onboarding, training, and off-boarding cycle. Provide trainings and assistance as needed. Provide technology support and escalate issues as needed.  Interview and train new personnel, as needed.

• Assists with special projects and related tasks as needed.

• Other related duties as assigned.

Required Qualifications

Bachelor’s degree and 5 years or master's and 3 years of coordinating and administering a program. Experience with administrative support or customer service functions. Effective communicator with excellent oral, written, and interpersonal communication skills. Proven ability to manage multiple tasks simultaneously with attention to detail, prioritizing assignments to meet deadlines. Outstanding organizational and time-management skills. Highly detail-oriented. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. Ability to work independently with minimal direction. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than three years of experience providing administrative support. Start-up experience in any sector. High level of proficiency with at least one video conferencing platform, e.g., Zoom. Experience working in health care or education industry. Experience in Athena and Smartsheet. Experience with database management