Senior Administrative Program Coordinator (YAM), Department of Psychiatry and Behavioral Sciences, Dell Medical School

Job Posting Title:

Senior Administrative Program Coordinator (YAM), Department of Psychiatry and Behavioral Sciences, Dell Medical School

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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, 2024

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Location:

AUSTIN, TX

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Job Details:

General Notes

This is a TCMH government funded position with an end date of 8/31/24, renewable based upon availability of funding and, work performance.

Hours for this position are between 7AM-6PM with occasional after-hours events with school partners.

To provide administrative and logistical support for two programs administered through the Department of Psychiatry at Dell Medical School, the Texas Child Health Access Through Telemedicine and ARPA programs/ initiatives.

Purpose

Perform specialized, complex work to assist in the organization and implementation of various projects under these programs. Works within a team to assist in the organization and implementation of child and adolescent mental health educational activities with Independent School Districts (ISDs), communities and providers across our region. Educational activities are delivered in virtual, face-to-face, and hybrid environments. Work is performed under supervision within established guidelines with performance based on overall results obtained. Assists the YAM Training Specialist(s) in the implementation of evidence-based Youth Aware of Mental Health (YAM) curriculum to junior high and high school students (training provided).

Responsibilities

• Provide training and support: Travels to ISDs in our regions to assist Training Specialist(s) in the delivery of mental health promotion program (YAM) with diverse groups of junior high and high school students. Supervise and support team members providing YAM services. Maintains and updates professional knowledge and proficiency through continuing education, staff meetings, workshops and serving on special committees. Prepares and organizes training materials and curriculum. Works with ISD counselors and teachers to ensure student safety and program fidelity.

• Communications: Prepare general correspondence as needed to respond to requests. Process, route, and respond to inquiries from schools, team members, and the public. Maintain accurate and professional correspondence logs, files, information, databases and other tracking systems as necessary. Communicate with other team members, Dell Medical School staff members, electronic health records administrators, and other stakeholders as needed. Ensure professional and accurate documentation. Drafts, edits and prepares correspondence, reports and other material using word processing, spreadsheets and/or databases. Collaborates with professionals in a variety of settings such as higher education institutions, school districts, and others through face-to-face, email, phone or mail contact.

• Technical assistance and monitoring: Provide phone and virtual technical assistance related to tele-health scheduling to Dell Medical staff, partners, school district personnel, patients, and patient families. Trouble shoot technical issues, escalating to Dell Medical School or school district information technology departments as needed. Create manuals, instructional videos, workflows, and training materials to promote effective use of hardware and software.

• Meeting and events management: Serve as primary contact person for scheduling virtual and on-site meetings, trainings, webinars, and events among Dell Medical clinical and operations staff, Dell Children’s Medical Center partners, and participating school district and medical practice personnel. Manage email correspondence and assemble appropriate reference, technical supports, and back-up materials. Create agendas, arrange logistical details, and organize receipts and documentation necessary for reimbursement. Establishes and maintains relationships with independent school districts (ISDs), communities, and providers in our region.

• Administrative duties: Assist with special projects and related tasks as needed. Participate in team meetings, trainings, and activities designed to drive continuous improvement. Develops and updates monthly productivity reports. Prepares and maintains program records. Coordinates educational activities, including scheduling, logistics, and follow-up communication with internal and external participants and venues. Evaluates the success of the learning experiences through soliciting feedback/assessment.

• Supervisory duties: Guides employee actions by researching, developing, writing, and updating administrative poli