Senior Administrative Program Coordinator - Medical Education

Job Posting Title:

Senior Administrative Program Coordinator - Medical Education

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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:

May 16, 2025

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Position Duration:

Expected to Continue Until Aug 31, 2025

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Administrative Program Coordinator - Medical Education.

Purpose

The Senior Administrative Program Coordinator - Medical Education will be an integral part of our dynamic, multi-disciplinary team in the Department of Psychiatry and Behavioral Sciences at Dell Medical School. This role is pivotal in providing administrative support to the Department Chair’s Office and other department leadership. A significant portion of the position involves high-level management of department events, with a primary focus on organizing continuing medical education activities. Key responsibilities include coordinating our annual Psychiatry Department Lecture Series, notably Grand Rounds and Parker Expert Lectures.

Responsibilities

• Provide direct operational support and high-level administrative support of Department Leadership. Manage calendar and serve as primary contact for Department Leadership.

• Provide high-level logistical support for all departmental events, including CME events such as Psychiatry Grand Rounds and Parker Expert Lecture Series as well as other events.  Manage CME submissions, plan and coordinate logistical details, serve as point person with invited speakers, maintain accurate and professional correspondence logs, and manage expense tracking and processing. Manage and track Grand Rounds expense budget. Act as primary contact departmentally for DellMed CME office.

• Support the recruitment, onboarding and administrative needs of all Specialized Fellowship Programs. Maintain records and correspondence in accordance with grant requirements and under the direction of the departmental grant manager. Provide direct operational support to the Specialized Fellowship Program Directors as it relates to the programs.

• Other duties as assigned.

Required Qualifications

• Bachelor’s degree and five years of experience, or Master’s degree and three years of experience coordinating or administering a program.

• Ability to communicate clearly, understandably, and professionally in person and on the phone.

• Superior written and verbal communication skills.

• Proficiency in Microsoft Office Suite, Zoom, and event management platforms (e.g., Eventbrite, Cvent):

• Ability to interact with peers, executives, and program partners in a manner that positively represents Dell Medical School.

• Sound judgment in decision-making.

• Ability to maintain regular, reliable, and punctual attendance.

• Demonstrated flexibility and adaptability to change.

Preferred Qualifications

• Flexible and positive attitude.

• Strong organizational skills with the ability to manage multiple high-priority tasks simultaneously.

• Experience coordinating complex events with multiple moving parts.

• Excellent communication and customer service skills.

• Proven success in building and maintaining effective relationships with internal and external partners.

• Resourcefulness and creativity in problem-solving.

• Ability to follow through with delegated tasks and demonstrate accountability.

• Knowledge of medical school processes and systems, specifically related to event coordination and management.

• Experience providing high-level administrative support in an academic medical center or similar environment.

• Proficiency with scheduling, calendar management, and coordinating logistics for senior leadership.

• Familiarity with managing lecture series or continuing medical education (CME) events.

• Strong attention to detail and a commitment to delivering high-quality work.

• Ability to work both independently and as part of a collaborative, multi-disciplinary team.

• Commitment to uphold confidentiality and professionalism in all interactions.

Salary Range

$55,000+ depending on qualifications

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