Senior Administrative Program Coordinator, Scheduling and Support, Department of Psychiatry and Behavioral Sciences, Dell Medical School

Job Posting Title:

Senior Administrative Program Coordinator, Scheduling and Support, 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 grant funded position with an end date of 8/31/24, renewable based upon availability of funding and, work performance.

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

Purpose

To provide administrative and logistical support for the Texas Child Health Access Through Telemedicine (TCHATT) program administered through the Department of Psychiatry at Dell Medical School, and supporting initiatives.

Performs specialized, complex work to assist in the organization and implementation of various projects under TCHATT. Works within a team of internal and external stakeholders to coordinate core functions of program.

Responsibilities

• Plan, estimate, staff, organize and monitor a set of projects for the TCHATT program, including medical records management, patient and clinician scheduling, and customer service and support. Advise others on preferred tools, techniques and methods for estimating program cost, time, and delivery. Conduct regular and ad-hoc program reviews with project managers, team and clients. Document program management requirements, adhere to standard criteria to track project progress, identify and escalate risks, and ensure alignment with program objectives. Create and review processes and procedures to minimize risk to program and clients.

• Hire, train, and manage team of administrative staff and student employees in support of TCHATT client intake, scheduling, registration appointments, and all other TCHATT front desk operations. Advise others to carry out responsibilities based on understanding of key organizational functions. Determine work priorities and establish and monitor progress toward performance goals and expectations. Ensure employee and student staff adherence to policies and procedures, delegate and evaluate work. Create and delivery trainings for internal clinical and operations staff. Recommend promotional pathways and professional development opportunities aligned with employee career goals and program needs. Lead team meetings, trainings, and other activities. Manage clinical accounts in statewide platform (Trayt) to assure they can document and report required session information.

• Assign and oversee program improvement projects. Assist with development and monitoring of policies, procedures, workflows, dashboards, training manuals, templates, and other assets to ensure operational efficiency and effectiveness. Create and upload clinician schedules into electronic health record system, in collaboration with the clinical administrative team. Create newsletter content and TCHATT website content to be shared with external partners. Create outreach processes to increase utilization of TCHATT program by external partners.

• Coordinate with operations and clinical colleagues across programs to establish goals, align procedures, solve problems, and ensure continuous program improvement. Meet with external stakeholders to gather feedback to improve program processes and procedures. Represent and promote TCHATT program in meetings, trainings, and other events. Create and deliver trainings for external stakeholders. Meet with clinical and operations staff to establish appropriate accounts and online platforms and system to provide program services.

• Perform routine audits of program communications, program documentation, and patient files to ensure staff compliance with program and department policies and procedures. Document and report violations and take corrective action as applicable through appropriate channels. Complete and audit Registration Appointments with school staff and families to enroll them into TCHATT services. Recommend technical, administrative, or other solutions to minimize risk of violations.

• Complete special projects as assigned. May help with coverage, staffing, and workflow optimization.

• Other related duties as assigned.

Required Qualifications

Bachelor’s degree and at least five (5) years of professional experience, or master’s degree and at least three (3) years of professional experience coordinating or managing a program, at least two (2) years of which were in a medical, educational, or non-profit setting. At least one (1) year of experience providing