Job Posting Title:

Senior Administrative Program Coordinator, Health Transformation & Design Program, Texas Center for Pediatric and Congenital Heart Disease Program, Dell Medical School

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Hiring Department:

Department of Pediatrics

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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:

Purpose

The Senior Administrative Program Coordinator supports daily activities in the office as well as supports long-term goals of the Health Transformation and Design Program Leadership. This position is responsible for the daily operations of the research, outcomes, quality and data analytics teams within the Health Transformation and Design Program. The Senior Administrative Program Coordinator will help to expand our technical capabilities and services, enhance our educational programs, and oversee the management of our programs.

ResponsibilitiesOffice Management

Coordinate with the Director to oversee the daily administrative operations of the HTD program central office. Ensure office supplies and meeting rooms are fully stocked and prepared for meetings. Monitor copier room and department mail room to keep supplies fully stocked and equipment in working order. Submit tech tickets as needed for printers etc.

Serve as the first point of contact and expert for both internal and external partners regarding HTD engagement opportunities. Build in-depth knowledge of HTD and Heart Center programs. Develop and maintain materials for each identified program or effort that details engagement opportunities for stakeholders.

Provide consistent, timely and reliable communication between all project stakeholders to ensure seamless coordination.

​Project Management

Manage the day-to-day operations of strategically identified priorities, including, organizing, and attending meetings and events, communicating with partners and stakeholders, and providing administrative operational and implementation support to ensure program goals are met.

Student Workers: Oversee the lifecycle process for student workers and volunteers to ensure the day-to-day completion of ongoing tasks are addressed (job postings, interviewing, and on-boarding, managing scheduling, time sheets, performance evaluation, maintain accurate records). Work with the Director to address any issues related to student worker performance or attendance. Provide necessary training and ensures compliance with university policies.

Strategy

Serve as a strategic thought partner, in line with the program director, both internally and externally to identify and foster opportunities for collaborations with key organizations and community stakeholders to address community needs. Identify and help prioritize strategic goals.

Identify and develop process improvements to enhance and streamline internal procedures. Produce reports and data for partners and internal stakeholders to measure and improve upon programmatic success.

Operations

Assist the Director with Annual Reports. Support HR team in annual promotion and comprehensive review processes as needed. Serve as the program contact for external vendor management as determined by technical need. Support the backend and administrative processes for HTD Program members requesting conference travel and professional development.

Establish relationships with faculty and administrative staff in the Heart Center at large in order to facilitate relationships and serve as a point of coordination and connection with partnerships. Collaborate with career services to increase professional experiential learning opportunities with UT centers.

In collaboration with the program director, communicate Heart Center priorities and team member feedback to leadership and stakeholders to develop improved opportunities for engagement and impact. Plan and execute programming and activities that support HTD and Heart Center strategic initiatives, including management of on-campus and on-site visits. Work closely with internal partners including faculty, HTD leadership and key personnel, departmental teams, and colleagues across campus. Establish regular communication mechanisms between these units to ensure optimal business operations. Support program events and activities for the team as needed.

Other related duties as assigned.

Required Qualifications

Bachelor’s degree and a minimum of five years of academic health organization program coordination. Demonstrated project management and strong organizational skills with attention to detail. The ability to anticipate needs, programmatic shifts, problems, etc. Strong relationship building skills and experience in providing customer service with the ability to handle stressful situations diplomatically. Excellent interpersonal, verbal and written, communication skills and professional appearance and demeanor. Ability to consistently exercise good judgment and relate constructively to students, staff, and faculty. Ability to be adaptable, work independently with limited supervision, and as an integral project team member. Demonstrated accuracy and follow-through on work assignments. Ability to multi-task and manage multiple priorities and periodic interruptions. Demonstrated punctuality and regular work attendance. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than 5 years of experience and prior experience in Dell Medical School organizational structure and University systems.  Track-record of successful relationship building within an academic environment. Experience with scheduling and calendar management for executives. Familiarity with University systems including Workday, DEFINE, and Smartsheet.  Working knowledge of UT policies and procedures. Experience coordinating student employees.

Salary Range

$55,000+ depending on qualifications

Working Conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Climbing of stairs

Lifting and moving

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.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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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) [PDF]E-Verify Poster (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.