Senior Academic Program Coordinator

Job Posting Title:

Senior Academic Program Coordinator

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Hiring Department:

Department of Pediatrics

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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 12, 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 Texas Center for Pediatric & Congenital Heart Disease (TCPCHD) is seeking a Senior Academic Program Coordinator to join their team as part of the Health Transformation and Design Program.

Purpose

Reporting to the Health Transformation & Design Director for the Texas Center for Pediatric & Congenital Heart Disease, the Senior Academic Program Coordinator will oversee, provide administrative academic support and serve as a primary point of faculty, staff and student contact for TCPCHD internal and collaborative academic, training and continuing education programs.

Responsibilities

• Serve as primary point of contact for graduate students, faculty, and staff for in-depth information, clarification and interpretation of institutional and graduate program rules and regulations, faculty promotion processes, and management and continuing education for internal conferences and collaborative conferences and seminar offerings. Serve as primary point of contact with UT Graduate School on registration and degree evaluation.

• Manage issues related to University requirements for progress toward promotion, program completion, and communication of deficiencies and milestones.

• Monitor and represent TCPCHD programs in relevant campus-wide communities and forums, including the Dell Medical School MS coordinator engagements, Graduate Coordinators within collaborative departments and schools, residency coordinators in appropriate clinical programs.

• Request website updates as needed. Assist in maintenance and updating of program documentation and resources, including faculty templates, learner onboarding and guidance documents, and program website.

• Maintain tracking system to assess and evaluate program effectiveness, student retention, academic outcomes and student placement. Provide and utilize relevant data to improve advising and program activities. Provide feedback to faculty as needed.

• Ensure compliance with institutional rules, regulations, and procedures.

• Inform faculty regarding promotion timelines and deadlines, building personalized templates as needed.

• Answer queries and process requests from students and faculty regarding program issues such as leaves of absence, withdrawals, adds and drops and readmission. Liaise with University offices to obtain approvals for petitions as required.

• Oversee all tasks associated with student, staff, and faculty registration and enrollment, including but not limited to, surveys and course/conference registration. Maintain specifically identified records and databases for notification to faculty, staff, and students of status.

• Manage and facilitate the CE planners’ preparation of a CE application and required documents including financial disclosures and other necessary records.

• Other related duties as assigned.

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Required Qualifications

Bachelor’s degree and five years of experience working with academic programs in a health care environment interacting with both learners and faculty in an administrative or advising capacity. Outstanding customer service skills. Proven ability to work with varied populations successfully. Documented ability to collaborate successfully and to work independently. Ability to effectively manage multiple administrative tasks simultaneously. Experience organizing and managing a large volume of data with a high level of attention to detail and accuracy. Previous experience in Continuing Medical Education or existing knowledge of CME processes and standards. Possess moderate to advanced knowledge of Smartsheet, MS Office suite, Adobe suite, Tableau. Relevant education and experience may be substituted as appropriate.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience working with clinical academic programs. Project management experience Proven ability to exercise high levels of discretion and independent judgment in interpreting and implementing program, school, and University policies. Demonstrated experience establishing priorities to meet crit