Senior Administrative Program Coordinator

Job Posting Title:

Senior Administrative Program Coordinator

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Hiring Department:

Department of Medical Education

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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:

Mar 09, 2026

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

Dell Medical School is seeking a Senior Administrative Program Coordinator.

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.

• Manages event planning and execution for OSCE, simulation, and Assessment Center activities.

• Coordinates all SP scheduling, assignments, and logistics across UME, GME, and CME.

• Trains standardized patients (SP) for events, e.g., OSCE.

• 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.

• Serves as primary operational point-of-contact for course directors and faculty, working. closely with the SPD on strategic communications and stakeholder relations.

• Maintains calendars, timelines, and task lists for all assessment activities.

• 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.

• Oversees SP communication, onboarding, and roster management.

• Maintains efficient running of events and meets organizational objectives.

Compliance and Reporting

• Complies with company policies and legal regulations.

• Tracks program logistics, resources, and operational details.

• Supports budget tracking and resource requests.

• Assists Standardized Patient Educator (SPE) role development and LCME/accreditation requirements under Standardized Patient Director (SPD) guidance

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

• Maintains accurate records and documentation.

Other Job Duties may apply as assigned

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.