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Senior Administrative Program Coordinator, Technology Operations

Dell Medical School -
Austin, TX

Quick Apply

Job Details

Full-time
From $56,291 a year
11 days ago

Qualifications

Employee relationship building
Communication platforms
Productivity software
Stakeholder relationship building

Full Job Description

General Notes

This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system for children, adolescents, and perinatal women. Dell Medical School serves as a participating Health-Related Institution within the Consortium.

This position has an end date of August 31, 2027, renewable based upon availability of funding, work performance, and progress toward program goals.

Purpose

The Senior Administrative Program Coordinator, Technology Operations, supports program operations by ensuring that technology systems, platforms, and equipment used by program staff and external partners are operational, accessible, and aligned with service delivery needs. This role serves as a program-embedded resource, providing technology coordination, operational support, project coordination, and liaison services between program staff, school personnel, UT IT, vendors, and leadership.

Responsibilities

Advanced Program Coordination

Coordinate complex or high-volume program activities supporting assigned departmental programs
Maintain integrated program calendars, timelines, milestones, and deliverables to support continuity and operational alignment
Prepare, review, and distribute program materials, correspondence, and documentation
Serve as the primary coordination point between departmental leadership, UT IT, clinical teams, school personnel, and external stakeholders
Independently identify, analyze, and resolve coordination issues and workflow gaps

Complex Administrative Support

Provide advanced and consultative administrative support to program and departmental leadership
Prepare agendas, presentations, briefing materials, and meeting documentation
Process expense reports, invoices, purchasing requests, reimbursements, and related transactions
Design, manage, and optimize web portals and digital platforms to improve accessibility and operational efficiency
Maintain accurate and organized electronic and physical records

Advanced Project Coordination

Lead coordination of projects and initiatives supporting program goals and operational priorities
Develop and maintain project tracking tools, timelines, task lists, and progress reports
Facilitate coordination among internal teams and stakeholders
Evaluate project risks and recommend mitigation strategies
Maintain project documentation and prepare status updates for leadership review

Compliance and Reporting

Coordinate and monitor compliance with departmental policies, institutional standards, and applicable regulations
Maintain accurate program data, documentation, and records
Prepare routine and ad hoc reports
Review and validate information for audits, reviews, and reporting requests
Apply established processes and internal controls while identifying and resolving inconsistencies

Marginal or Periodic Functions

Coordinate special projects, pilots, and time-limited initiatives
Serve as a resource for training and mentoring less experienced staff
Support organizational, programmatic, and leadership transition activities
Coordinate stakeholder communications and implementation plans
Adhere to internal controls and reporting structure
Perform related duties as assigned

Knowledge, Skills, and Abilities

Organizing

Plans, organizes, and prioritizes work efficiently
Develops and maintains calendars, timelines, and tracking tools
Adjusts priorities to meet deadlines across competing demands
Maintains organized and accessible documentation and records

Time Management

Uses time effectively to manage multiple responsibilities
Coordinates schedules involving multiple stakeholders
Anticipates deadlines and proactively prepares materials
Maintains continuity despite changing priorities

Planning

Develops realistic work plans and timelines
Identifies task dependencies and sequencing requirements
Creates agendas, milestones, and coordination plans
Supports execution of program priorities

Written Communication

Writes clearly and concisely in a professional healthcare environment
Prepares correspondence, reports, agendas, and meeting materials
Tailors communications to audience and purpose
Reviews materials for accuracy, clarity, and consistency

Attention to Detail

Ensures accuracy and completeness of documentation and reporting
Reviews materials to identify errors and inconsistencies
Maintains organized, audit-ready records
Follows established procedures and standards

Interpersonal Savvy

Builds effective working relationships with leadership, staff, and stakeholders
Communicates professionally across diverse groups
Facilitates collaboration and information sharing
Maintains confidentiality and discretion in sensitive situations

Required Qualifications

Bachelor’s degree in Information Technology, Business Administration, Healthcare Administration, or a related field
Five years of administrative or program coordination experience
Demonstrated experience coordinating multiple projects, priorities, and stakeholders simultaneously
Experience supporting technology systems, operational workflows, or program administration
Strong written and verbal communication skills
Strong organizational and project coordination skills
Proficiency with Microsoft Office applications and collaboration tools
Ability to work independently and manage competing priorities effectively

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master’s degree in a related field
Seven years of experience, preferably in a healthcare setting
Experience supporting technology operations, telehealth, healthcare programs, or school-based service delivery
Familiarity with University of Texas systems and processes
Experience coordinating cross-functional initiatives involving IT and operational stakeholders
Experience supporting remote and distributed program environments

Licenses/Registrations/Certifications

Required

None

Preferred

Certified Administrative Professional (CAP)
Project Management Professional (PMP)

Salary Range

$56,291+ depending on qualifications

Working Conditions

Standard office environment and equipment
Repetitive use of a keyboard and computer
Remote work environment
Frequent interaction with internal and external stakeholders
May be exposed to communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications, and disoriented or combative patients

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 into 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.

Quick Apply

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General Notes

This position has an end date of August 31, 2027, renewable based upon availability of funding, work performance, and progress toward program goals.

Purpose

Responsibilities

Advanced Program Coordination

Coordinate complex or high-volume program activities supporting assigned departmental programs

Maintain integrated program calendars, timelines, milestones, and deliverables to support continuity and operational alignment

Prepare, review, and distribute program materials, correspondence, and documentation

Serve as the primary coordination point between departmental leadership, UT IT, clinical teams, school personnel, and external stakeholders

Independently identify, analyze, and resolve coordination issues and workflow gaps

Complex Administrative Support

Provide advanced and consultative administrative support to program and departmental leadership

Prepare agendas, presentations, briefing materials, and meeting documentation

Process expense reports, invoices, purchasing requests, reimbursements, and related transactions

Design, manage, and optimize web portals and digital platforms to improve accessibility and operational efficiency

Maintain accurate and organized electronic and physical records

Advanced Project Coordination

Lead coordination of projects and initiatives supporting program goals and operational priorities

Develop and maintain project tracking tools, timelines, task lists, and progress reports

Facilitate coordination among internal teams and stakeholders

Evaluate project risks and recommend mitigation strategies

Maintain project documentation and prepare status updates for leadership review

Compliance and Reporting

Coordinate and monitor compliance with departmental policies, institutional standards, and applicable regulations

Maintain accurate program data, documentation, and records

Prepare routine and ad hoc reports

Review and validate information for audits, reviews, and reporting requests

Apply established processes and internal controls while identifying and resolving inconsistencies

Marginal or Periodic Functions

Coordinate special projects, pilots, and time-limited initiatives

Serve as a resource for training and mentoring less experienced staff

Support organizational, programmatic, and leadership transition activities

Coordinate stakeholder communications and implementation plans

Adhere to internal controls and reporting structure

Perform related duties as assigned

Knowledge, Skills, and Abilities

Organizing

Plans, organizes, and prioritizes work efficiently

Develops and maintains calendars, timelines, and tracking tools

Adjusts priorities to meet deadlines across competing demands

Maintains organized and accessible documentation and records

Time Management

Uses time effectively to manage multiple responsibilities

Coordinates schedules involving multiple stakeholders

Anticipates deadlines and proactively prepares materials

Maintains continuity despite changing priorities

Planning

Develops realistic work plans and timelines

Identifies task dependencies and sequencing requirements

Creates agendas, milestones, and coordination plans

Supports execution of program priorities

Written Communication

Writes clearly and concisely in a professional healthcare environment

Prepares correspondence, reports, agendas, and meeting materials

Tailors communications to audience and purpose

Reviews materials for accuracy, clarity, and consistency

Attention to Detail

Ensures accuracy and completeness of documentation and reporting

Reviews materials to identify errors and inconsistencies

Maintains organized, audit-ready records

Follows established procedures and standards

Interpersonal Savvy

Builds effective working relationships with leadership, staff, and stakeholders

Communicates professionally across diverse groups

Facilitates collaboration and information sharing

Maintains confidentiality and discretion in sensitive situations

Required Qualifications

Bachelor’s degree in Information Technology, Business Administration, Healthcare Administration, or a related field

Five years of administrative or program coordination experience

Demonstrated experience coordinating multiple projects, priorities, and stakeholders simultaneously

Experience supporting technology systems, operational workflows, or program administration

Strong written and verbal communication skills

Strong organizational and project coordination skills

Proficiency with Microsoft Office applications and collaboration tools

Ability to work independently and manage competing priorities effectively