Senior Administrative Program Coordinator

Senior Administrative Program Coordinator 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. Additionally, this position provides high-level administrative support for the Associate Chair for Quality, Innovation and Outreach, the Division Chief of Pediatric Critical Care, the Division Chief of Ambulatory Pediatrics, and the Division Chief of Pediatric Nephrology in the Department of Pediatrics. Responsibilities Program Coordination Manage and coordinate program activities, timelines, and deliverables. Oversee preparation, review, and dissemination of program-related documents. Facilitate effective communication between internal departments and external stakeholders to ensure alignment and success. Assist division chiefs with annual faculty evaluation process, including scheduling meetings, communicating with faculty, and ensuring timely submission of paperwork. Provide administrative support for specialized programs (e.g., Pediatric Global Health), including processing travel authorizations, reimbursements, and tracking expenses. Administrative Support Provide high-level administrative support to leadership, including the Associate Chair and Division Chiefs. Strategically manage calendars and time; schedule internal and external meetings, coordinate resources, and prepare reference materials. Contact and remind attendees, attend meetings, take minutes, and arrange room reservations or virtual links, catering, and other logistics. Prepare, process, and reconcile expense reports and invoices; track submission and receipt of funds in real time. Support faculty and staff with purchasing/travel requests and payment processing, educating them on UT/DMS policies as needed. Project Management Assist in planning, organizing, and managing projects from initiation to completion. Monitor project progress, identify risks, and ensure timely delivery of milestones. Coordinate cross-functional collaboration to achieve project objectives. Track invoices for subawards and contractors, process payments, and monitor expenses for grant projects and professional development. Event Coordination Plan and organize events, meetings, and conferences to support organizational goals. Coordinate and execute department events on and off campus, including securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes. Ensure events are executed smoothly and meet established objectives. Compliance and Reporting Ensure adherence to company policies, procedures, and applicable legal regulations, including UT travel and purchasing policies. Prepare and submit accurate reports on program activities, outcomes, and performance metrics. Maintain comprehensive records and documentation for audit and compliance purposes. Assist with daily operational activities for the Department of Pediatrics, including special projects and flexible contributions as priorities evolve. Required Qualifications Bachelor's Degree in Business Administration, Healthcare Management, or a related field 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 At least 7 year(s) of experience in administrative or program coordination experience, preferably in a healthcare setting. Experience at UT Austin, including UT financial systems such as DEFINE, FRMS, PointPlus, and UT Market. Certified Administrative Professional (CAP), Project Management Professional (PMP) Salary Range: $56,000 + depending on qualifications Working Environment/Equipment Standard office equipment Repetitive use of a keyboard Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Created: 2026-03-05