Senior Administrative Program Coordinator

Job Posting Title:

Senior Administrative Program Coordinator

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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, 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. Funding is expected to continue. This is a grant funded position with an end date of 8/31/2025, renewable based upon availability of funding, work performance, and progress toward research goals.

Purpose

The Senior Administrative Program Coordinator will provide support to the Assistant Director of Clinical Research with coordination of administrative and research operations for select priority initiatives housed within the Department of Psychiatry and Behavioral Sciences at UT Austin - Dell Medical School, including the Child Trauma Research Network and all donor-funded programs such as the Center for Psychedelic Research and Therapy, Institute of Early Life Adversity, and the Trauma Recovery Center. This position will focus on operations, research administration, budgeting and finance processing, and will provide support for program leadership.

Responsibilities

• Coordinate high-priority initiatives involving multiple stakeholders within the Department of Psychiatry, including the Center for Psychedelic Research and Therapy, and Institute of Early Life Adversity Research programs. Assist with development of program strategies and execute project plans.

• Develop SOPs for common processes and provide regular budget/HR status updates to department and external stakeholders.

• Coordinate all projects to ensure alignment with budget, schedule, and scope. Monitor and ensure adherence to Dell Med School/Department of Psychiatry and Behavioral Sciences financial practices and standards. Review and approve all major budget adjustments.

• Utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly track submission and receipt of funds in real time to manage expenses. Responsible for tracking budgets, burn rates, processing of various UT financial documents, coordinating some travel and daily operations of research administration.

• Other related duties as assigned.

Required Qualifications

Bachelor’s degree in a field related to the work to be performed and five years of experience coordinating a program or, a Master’s degree and three years of experience. At least 3 years of administrative support experience. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Working knowledge of DEFINE Smartsheet, PowerPoint and Microsoft Excel.

Salary Range

$56,000+ depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation.

• Occasional weekend, overtime and evening work to meet deadlines.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

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 changes.

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