Senior Administrative Program Coordinator

Job Posting Title:

Senior Administrative Program Coordinator

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Internal Medicine at the Dell Medical School is looking for a Senior Administrative Program Coordinator.

Purpose

Administrative support for the Division of Infectious Disease and coordinator for Department of Internal Medicine Grand Rounds.

Responsibilities

Administrative

• Manage the calendar of the division chief of Pulmonology, requiring independent decision-making. Schedule appointments and meetings, committee meetings, individual meetings, assemble appropriate reference materials for all meetings. Reserve conference rooms, AV equipment, phone lines, manage virtual meetings, and handle all other necessary logistical details. Coordinate medium to large functions, events, trainings, workshops, and retreats on and off of the University campus: securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, taking notes, and processing the necessary approval and payment details.

• Draft correspondence, presentations, materials, and notices on behalf of the department of Internal Medicine program and division of Pulmonology. Assist with follow up materials as requested. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.

• Coordinate travel arrangements for the faculty/staff and invited visitors for the division of Pulmonology. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel lodging, and other necessary arrangements. Process travel reimbursement and other expenses, clearly tracking submission and receipt of funds in real time.

• Assist with faculty and staff recruitment for the division of Pulmonology including scheduling recruitment committee meetings, scheduling interviews, developing itineraries, booking flights, and other necessary arrangements, collecting, and processing applications and required forms, and collecting interviewer feedback on candidates.

Program Management

• Proactively manage the department media and communication activities. Design, create and manage the monthly department newsletter. Oversee, coordinate and support the department’s social media outlets, Cerebrum IM homepage and annual website page update.

• Assist with special projects and any other tasks related to business as needs arise for the Department of Internal Medicine. Maintain broad organizational perspective to effectively carry out project needs and internal and external relationships with partners.

• Other related duties as assigned.

Required Qualifications

Bachelor's degree and five years of experience in program administration or program coordination. Prior experience with financial and/or purchasing systems. Experience tracking expenses, keeping organized records. Highly detail-oriented with outstanding organizational and time-management skills. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. A self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Professional demeanor - excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly and concisely. Demonstrated problem-solving and critical thinking skills. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in providing support in an administrative office at UT Austin; working knowledge of UT policies and procedures. Start-up experience in any sector. Experience in healthcare delivery, public health, or research.

Salary Range

$56,000+ depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a