Temporary Administrative Program Coordinator - Surgery and Perioperative Care - (UTEMPS)

Job Posting Title:

Temporary Administrative Program Coordinator - Surgery and Perioperative Care - (UTEMPS)

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Hiring Department:

UTemp Pool

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Nov 15, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this temporary assignment is November 15, 2024.

Purpose

 This position will provide program administration and coordination to faculty and assist in the day-to-day prioritization and execution of the department's multidisciplinary case conferences. The position will also be the primary administrative support to multiple faculty members within the department.

Responsibilities

• Support and coordinate several weekly web-based clinical multidisciplinary case conferences for the department. Gather and organize patient cases to be discussed at each meeting; coordinate with outside entities to gather patient information; manage web-based meetings, email invite lists, sign-in sheets, and audio-visual needs; manage Continuing Medical Education (CME) credits and Commission on Cancer (CoC) data while ensuring compliance with accreditation standards. This would require handling confidential information and working and communicating directly with various MDs and clinical/clinical research partners. Serve as primary administrative assistant to multiple faculty members. Maintain calendars, all appointments, and related logistical details. Directly schedule meetings, including doodle poll/availability compilation.

• Coordinate travel, including confirming flight and car arrangements and processing reimbursements for faculty members, candidates, and visitors. Submit and process all required UT documentation related to travel, reimbursements, and purchases using the university's, Dell Medical School's, and the department's existing processes and systems. Utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Track submission and receipt of funds in real-time to manage expenses. Responsible for team-focused collaboration and flexible contribution within department-identified priorities. Related responsibilities may transition over time as the specific unit needs to grow or shift. Other duties as assigned.

Required Qualifications

Bachelor's degree and at least 3 years of responsible level experience in program administration or program coordination. Able to effectively communicate with physicians and co-workers. Ability to prioritize, frequently and quickly shift tasks and adapt to a rapidly changing environment. Exhibits attention to detail and critical thinking skills. Possesses excellent organizational and time management skills. Demonstrates ability to work alone and with a team. Use of personal computer and related software (such as Microsoft, Excel and PowerPoint, Outlook).

Preferred Qualifications

Prior related experience in a healthcare environment, academic setting, or continuing medical education position. Understanding of Continuing Medical Education (CME)-related positions. Proven experience in project management.

Hourly Rate

$22.00 + depending on qualifications

Working Conditions

• Attire: Business Casual

• Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation

Work Shift

• Hours per week - 40

• The work hours are from 8 to 5

Required Materials

• Resume/CV

• 3 work references - at least one reference should be from a supervisor.

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make