Senior Administrative Program Coordinator, Department of Medicine

Job Posting Title:

Senior Administrative Program Coordinator, Department of Medicine

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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:

Nov 10, 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

Dell Medical School is seeking a Senior Administrative Program Coordinator for the Department of Medicine.

Purpose

The Senior Administrative Program Coordinator plays a pivotal role in ensuring the smooth and efficient operation of various programs within the healthcare system. This position provides advanced administrative support, coordinates program activities, and facilitates communication across departments. The role involves managing schedules, overseeing project timelines, and supporting the leadership team in achieving strategic goals. The Senior Administrative Program Coordinator works closely with clinical staff, administrative personnel, and external stakeholders to enhance operational efficiency and contribute to the overall success of the organization.

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.

Administrative Support

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

• Manages schedules, appointments, and bookings for executives.

• 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.

MARGINAL OR PERIODIC FUNCTIONS:

Research and Data Management

• Conducts research and manages data related to program activities.

• Provides insights and recommendations based on data analysis.

Training and Development

• Assists in the onboarding and training of new staff members.

• Develops training materials and conducts training sessions.

Office Management

• Oversees office supplies and negotiates terms with suppliers.

• Manages office equipment and ensures proper maintenance.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

• Effective in managing multiple tasks and priorities.

• Excellent verbal and written communication abilities.

• Capable of facilitating clear and effective communication.

• Proficient in planning, executing, and monitoring projects.

• Strong ability to manage project timelines and resources.

• Highly detail-oriented and accurate in work.

• Ensures precision in documentation and reporting.

• Effective in identifying and resolving issues.

• Demonstrates strong analytical and critical thinking abilities.

Required Qualifications

Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in administrative or program coordination experience.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master's Degree in Business Administration, Healthcare Management, or a related field with at least 7 year(s) of experience in administrative or program coordination experience, preferably in a healthcare setting. Certified Administrative Professional (CAP), Project Management Professional (PMP).

Salary Range

$56,000 + depending on qualifications