Senior Administrative Program Coordinator, Health Transformation & Design Program, Texas Center for Pediatric and Congenital Heart Disease Program, Dell Medical School

Job Posting Title:

Senior Administrative Program Coordinator, Health Transformation & Design Program, Texas Center for Pediatric and Congenital Heart Disease Program, Dell Medical School

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

Purpose

The Senior Administrative Program Coordinator supports daily activities in the office as well as supports long-term goals of the Health Transformation and Design Program Leadership. This position is responsible for the daily operations of the research, outcomes, quality and data analytics teams within the Health Transformation and Design Program. The Senior Administrative Program Coordinator will help to expand our technical capabilities and services, enhance our educational programs, and oversee the management of our programs.

Responsibilities

Office Management

• Coordinate with the Director to oversee the daily administrative operations of the HTD program central office. Ensure office supplies and meeting rooms are fully stocked and prepared for meetings. Monitor copier room and department mail room to keep supplies fully stocked and equipment in working order. Submit tech tickets as needed for printers etc.

• Serve as the first point of contact and expert for both internal and external partners regarding HTD engagement opportunities. Build in-depth knowledge of HTD and Heart Center programs. Develop and maintain materials for each identified program or effort that details engagement opportunities for stakeholders.

• Provide consistent, timely and reliable communication between all project stakeholders to ensure seamless coordination.

​Project Management

• Manage the day-to-day operations of strategically identified priorities, including, organizing, and attending meetings and events, communicating with partners and stakeholders, and providing administrative operational and implementation support to ensure program goals are met.

• Student Workers: Oversee the lifecycle process for student workers and volunteers to ensure the day-to-day completion of ongoing tasks are addressed (job postings, interviewing, and on-boarding, managing scheduling, time sheets, performance evaluation, maintain accurate records). Work with the Director to address any issues related to student worker performance or attendance. Provide necessary training and ensures compliance with university policies.

Strategy

• Serve as a strategic thought partner, in line with the program director, both internally and externally to identify and foster opportunities for collaborations with key organizations and community stakeholders to address community needs. Identify and help prioritize strategic goals.

• Identify and develop process improvements to enhance and streamline internal procedures. Produce reports and data for partners and internal stakeholders to measure and improve upon programmatic success.

Operations

• Assist the Director with Annual Reports. Support HR team in annual promotion and comprehensive review processes as needed. Serve as the program contact for external vendor management as determined by technical need. Support the backend and administrative processes for HTD Program members requesting conference travel and professional development.

• Establish relationships with faculty and administrative staff in the Heart Center at large in order to facilitate relationships and serve as a point of coordination and connection with partnerships. Collaborate with career services to increase professional experiential learning opportunities with UT centers.

• In collaboration with the program director, communicate Heart Center priorities and team member feedback to leadership and stakeholders to develop improved opportunities for engagement and impact. Plan and execute programming and activities that support HTD and Heart Center strategic initiatives, including management of on-campus and on-site visits. Work closely with internal partners including faculty, HTD leadership and key personnel, departmental teams, and colleagues across campus. Establish regular communication mechanisms between these units to ensure optimal business operations. Support program events and activities for the team as needed.

• Other related duties as assigned.

Required Qualifications