Administrative Program Coordinator

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Job Details:

Dell Medical School is seeking an Administrative Program Coordinator

The Administrative Program Coordinator for Continuing Medical Education serves as a key liaison between the Department of Medicine and the Office of Continuing Medical Education (OCME) to ensure the successful delivery of high-quality CME programs. This role supports the advancement of lifelong learning for healthcare professionals by managing program logistics, maintaining compliance with accreditation standards, and coordinating educational activities that promote excellence in patient care. The Administrative Program Coordinator oversees scheduling, registration, and documentation processes, collaborates with faculty and leadership to develop and implement educational initiatives, and ensures accurate reporting and record-keeping. This position reports to the Senior Manager of Education in the Department of Medicine.

CME Program & Events Coordination

* Coordinate all event logistics, including venue setup, A/V support, catering, parking, security, and guest speaker travel/housing.

* Collect and organize all speaker educational materials and promotional content in partnership with Marketing & Communications.

* Ensure full compliance with CME accreditation standards, institutional policies, and required documentation protocols.

* Manage event expenses, budget tracking, and processing of related financial paperwork.

* Provide onsite operational oversight for CME activities and coordinate planning committee meetings.

* Administer participant evaluations, manage attendance tracking, and maintain accurate CME records.

* Distribute and collect disclosure forms for faculty and planning committee members.

* Retain all required CME documentation (e.g., applications, agreements, evaluations, signins, promotional materials) in accordance with OCME guidelines.

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.

• Provides back up to our Faculty Affairs office

Project Management

• Assists in planning, organizing, and managing projects.

• Monitors project progress and ensures timely completion.

• Coordinates cross-departmental collaboration for project success.

Compliance and Reporting

• Ensures compliance with company policies and legal regulations.

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

• Maintains accurate records and documentation.

• Manages CME credits and CoC data in compliance with accreditation standards.

Other Job Duties may apply as assigned

Research and Data Management

• Conduct research and manage data.

• Provide insights based on analysis.

Training and Development

• Assist in onboarding and training new staff.

• Develop training materials.

Office Management

• Manage office supplies and equipment.

• Ensure proper maintenance.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

• Navigate complex structures and manage multiple tasks.

• Excellent verbal and written communication.

• Plan, execute, and monitor projects effectively.

• Ensure precision in documentation and reporting.

• Identify and resolve issues effectively.

Bachelor's degree in Business Administration, Healthcare Management, or a related field. Minimum of 3 years of relevant experience in administrative, program, project coordination roles. Experience in budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility.

Relevant education and experience may be substituted as appropriate.

Master's degree in Business Administration, Healthcare Management, or a related field. Minimum of 5 years of relevant experience, preferably in healthcare. Proficiency with Office 365 and ability to learn and master applications used at UT-Austin. Professional experience in higher education, STEM education, or experiential learning environments. Familiarity with administrative and financial systems used at UT-Austin and the ability to leverage these tools for operational efficiency. Proven success developing standard operating procedures, creating training materials, and leading process improvement initiatives. Supervisory experience, including mentoring and managing student workers.

$55,000 + depending on qualifications

• Occasional evening or weekend work may be required for events or deadlines.

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• May have to walk up and down stairs

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.