Senior Administrative Program Coordinator

Job Posting Title:

Senior Administrative Program Coordinator

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Hiring Department:

Department of Medicine

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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:

Mar 21, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Department of Internal Medicine at the Dell Medical School is seeking a Senior Administrative Program Coordinator.

Purpose

The Senior Administrative Program Coordinator provides high-level coordination and support for the Division of Gastroenterology and Hepatology, as well as the Division of Nephrology, in the Department of Internal Medicine at the Dell Medical School at UT Austin. This position maintains a broad organizational perspective to effectively carry out internal and external relationships of these Divisions.

Responsibilities

• Provide assistance with faculty and staff recruitment, often making independent decisions in the coordination of posting and payment for recruitment ads, coordination of interview dates and schedules, collection of interviewer feedback on candidates, and the collection and processing applications and required hiring/onboarding/credentialing forms.

• Collaborate with Faculty Leadership to prepare multiple location schedules for call, inpatient consult service, outpatient clinic, and endoscopy schedules in Lightning Bolt (3rd party vendor) software. Extract data from scheduling software to prepare custom effort reports for Division Leadership.  Create training modules and provide training for new faculty, staff, fellows and schedulers on use of software. Coordinate with Clinic Management to upload the clinic schedule from the Athena software into Lightning Bolt.  Manage any conflicts with clinic, endoscopy, inpatient service, and individual provider PTO requests and bring to the attention of Division Leadership.

• Provide other administrative support including but not limited to: Ensuring promotions and faculty reviews are completed on time,  collaborating with the Department Sr. Admin to process and track prospective faculty appointment requests, dossiers, and paperwork in centralized systems. Coordinating and arranging for new regular and affiliate faculty onboarding. Planning, coordinating and processing CME travel requests for Division faculty including, coordinating approvals, travel plan changes, and processing reimbursements. Coordinating with other administrative staff to track and update Professional Education Funds for faculty in the entire Division and communicate balances to GI faculty. Assisting with the creation and maintenance of office directories, emergency contact lists, and other stakeholder lists. Assisting with website maintenance for the Divisions on the UTHA, Dell Med, and Seton Partners in Care websites. Drafting correspondence, reports, presentations, and other materials on behalf of Departmental leaders.  Assisting with follow up materials as requested. Ensuring that accurate and professional correspondence logs, files, information databases, and other tracking systems are being maintained in the Division. Assisting with special projects and any other tasks as related business needs arise.

• Strategically manage the calendar and meetings for division leadership, often requiring independent decision-making. Schedule appointments and meetings; assemble appropriate reference materials for meetings. Provide high level oversight and coordination for small to medium function and events including coordinating multiple calendar availability to schedule, drafting meeting minutes, coordinating catering, and obtaining room reservations. Assist Seton Fellowship Coordinator in organizing co-sponsored events including fellowship recruitment interview scheduling and onboarding.

• Provide support to Dell Med Finance in the creation of the monthly GI Program invoice to Seton including: tracking of total monthly recruitment expenses for reimbursements, assisting in the non-clinical funding roster completion.

• Perform other related duties as assigned.

Required Qualifications

Bachelor's degree and five years of experience in program administration or program coordination. Experience with direct support of senior leaders. Calendar management and other support directly for senior leaders. Prior experience with financial and/or purchasing systems. E