Administrative Program Coordinator

Job Posting Title:

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, 2026

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Location:

AUSTIN, TX

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Job Details:

Purpose

The Administrative Program Coordinator supports various programs within the healthcare system, ensuring smooth operations. This role involves administrative support, project management, and coordination of activities. The coordinator works closely with clinical staff, administrative personnel, and external stakeholders.

This is a government funded position with an end date of 8/31/2026, renewable based upon availability of funding, work performance, and progress toward research goals.

Responsibilities

Program Coordination

• Manages and coordinates program activities and timelines.

• Oversees the preparation and dissemination of program-related documents.

• Facilitates communication between departments and external stakeholders.

• Participates in assigned projects with a focus on communication and coordination with research sponsors, community partners, and internal teams.

Administrative Support

• Provides high-level administrative support to the leadership team.

• Provides administrative support for clinical research programs, including scheduling, calendar management, and coordination of related tasks.

• Supports research operations through inventory oversight, clerical duties, and general administrative and financial processing assistance to ensure smooth program execution.

• Prepares and processes expense reports and invoices.

Project Management

• Assists in planning, organizing, and managing projects.

• Monitors project progress and ensures timely completion.

• Coordinates cross-departmental collaboration for project success.

Event Coordination

• Plans and organizes events, meetings, and conferences.

• Manages logistics, including venue booking and catering arrangements.

• Ensures events run smoothly and meet organizational objectives.

Compliance and Reporting

• Ensures compliance with company policies and legal regulations.

• Prepares and submits regular reports on program activities and outcomes.

• Maintains accurate records and documentation.

• Collaborates with the department finance team to support sponsor reporting and manages procurement and payment processing related to clinical trials.

• Oversees daily lab operations, including equipment maintenance, supply ordering, vendor coordination, and compliance with institutional safety protocols.

• Tracks mandatory training for research personnel.

MARGINAL OR PERIODIC FUNCTIONS:

Research and Data Management

• Conduct research and manage data.

• Provide insights based on analysis.

Training and Development

• Assist in onboarding and training new staff.

• Develop training materials.

Office Management

• Manage office supplies and equipment.

• Ensure proper maintenance.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

• Navigate complex structures and manage multiple tasks.

• Excellent verbal and written communication.

• Plan, execute, and monitor projects effectively.

• Ensure precision in documentation and reporting.

• Identify and resolve issues effectively.

• Demonstrate strong attention to detail and follow-through, with proven problem-solving capabilities to support efficient and accurate task completion.

• Exhibit the ability to work independently with minimal supervision, while also contributing effectively in team-based environments.

• Proficient in Microsoft Office applications, including Excel, Word, and PowerPoint, with a demonstrated willingness to learn and adapt to new technologies as needed.

Required Qualifications

• Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related fi