Senior Administrative Program Coordinator, Business Operations

Job Posting Title: Senior Administrative Program Coordinator, Business Operations ---- Hiring Department: Department of Psychiatry ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until Aug 31, 2027 ---- Location: AUSTIN, TX ---- Job Details: General Notes Dell Medical School is seeking a Senior Administrative Program Coordinator, Business Operations. 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 the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women. The University of Texas Dell Medical School is a Health Related Institution (HRI) for the TCMHCC. This position has an end date of 8/31/2027, renewable based upon availability of funding, work performance, and progress towards goals. Purpose The Senior Administrative Program Coordinator, Business Operations, provides advanced administrative and coordination support for one or more programs within a designated department of the healthcare system. Reporting to Assistant Director, Operations, this role is responsible for coordinating complex program activities, maintaining schedules and documentation, and supporting execution of program priorities, specifically training and onboarding support, maintenance of organizational charts and staffing records/reports, tracking and resolution of system-related issues, and delivering clear, actionable reporting to inform operational and leadership decision-making. This position manages multiple concurrent workflows, resolves routine coordination challenges, and facilitates communication among internal and external stakeholders. The Senior Administrative Program Coordinator serves as the primary point of contact for program coordination, ensuring activities are carried out accurately, consistently, and in alignment with established requirements to support overall program effectiveness and continuity. Responsibilities Advanced Program Coordination Coordinates complex or high-volume program activities to support assigned departmental programs. Maintains integrated program calendars, timelines, milestones, and deliverables to ensure continuity and alignment of program operations. Prepares, reviews, and distributes program materials, correspondence, and documentation to ensure accuracy, consistency, and readiness for use. Serves as the primary coordination point for communication among departmental leadership, clinical teams, and external stakeholders, including escalation of coordination issues. Independently identifies, analyzes, and resolves coordination issues or workflow gaps In partnership with TCMHP program manager, track, document, and coordinate resolution of system- and technology-related issues impacting program operations across multiple platforms. Maintain detailed issue logs documenting problem descriptions, resolution steps, timelines, and outcomes. Complex Administrative Support Develop the variance commentary based on the Department-provided budget to actual and prepare monthly executive-ready reports for leadership. Collaborate with finance to update, enhance and maintain budget execution reports. Provides advanced and consultative administrative support to program or departmental leadership. Manages complex calendars and logistics involving competing priorities and multiple stakeholders. Prepares agendas, presentations, briefing materials, and meeting documentation for leadership meetings and key program initiatives. Processes expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies. Maintains accurate and organized electronic and physical records to support program operations and reporting needs. Maintains accurate and organized program records, including staffing data, organizational structures, and documentation repositories. Supports financial and purchasing processes, including submission and tracking of expenses, purchase orders, and contracts. Develop, maintain, and regularly update organizational charts to accurately reflect reporting structures, staffing changes, and position classifications. Partner with leadership to validate organizational structures, FTE allocations, and reporting relationships and prepare clear, executive-ready organizational visuals Track and incorporate personnel actions (new hires, reclassifications, transfers, and separations) into updated org charts in a timely manner. Advanced Project Coordination Leads coordination of assigned projects and initiatives supporting program goals and operational priorities. Develops and maintains integrated project tracking tools, timelines, and task lists to support overall project coordination and progress. Facilitates coordination among internal teams to support timely completion of project deliverables. Evaluates project risks and issues impacting timelines or outcomes and recommends mitigation strategies. Maintains project documentation and synthesizes status updates and recommendations for leadership review. Leads coordination of program operations projects and strategic initiatives, including workforce tracking, onboarding workflows, system implementation support, and training execution. Serve as the primary coordinator for the planning and implementation of program training initiatives in alignment with organizational goals and timelines. Oversee all training logistics, including developing and maintaining training plans; coordinating schedules with program leadership, trainers, and participants to ensure readiness; securing room reservations; sending meeting invitations; preparing materials; confirming staff availability, setting up training spaces, reconciling purchase orders, contracts, and related financial documentation associated with training activities. Tracks staffing metrics, FTE allocations, and workforce changes; supports maintenance of systems (e.g., Salesforce) for reporting and operational visibility. Coordinates cross-functional efforts to resolve system or operational issues, serving as liaison between program teams, IT, and external partners. Evaluates risks, identifies trends (e.g., recurring Athena, Trayt, and other system or workflow issues), and recommends process improvements or mitigation strategies. Maintain accurate and up-to-date staffing records within the Salesforce database, including active employees, positions, vacancies, inactive employees, roles, and funding allocations. Submit and track the status of FTE change requests and support implementation, when necessary. Track and reconcile position status (filled, vacant) and FTE allocations to ensure alignment with approved budgets Generate reports and dashboards from Salesforce to support leadership decision-making, workforce planning, and operational reporting. Compliance and Reporting Coordinates and monitors compliance with departmental policies, institutional standards, and applicable regulations. Maintains and ensures accuracy of program data, documentation, and records for reporting and compliance purposes. Prepares routine and ad hoc reports, ensuring completeness, accuracy, and alignment with reporting requirements. Reviews and validates information for audits, reviews, and reporting requests, resolving routine discrepancies. Applies established processes and internal controls, identifying and addressing basic issues or inconsistencies. Prepares routine and ad hoc reports, including budget tracking, variance reporting, and operational dashboards. Other duties as identified by department MARGINAL OR PERIODIC FUNCTIONS: Leads coordination for special projects, pilots, or time-limited initiatives by developing work plans, aligning stakeholders, and monitoring progress to support leadership objectives. Serves as a resource for training or mentoring less experienced administrative or program coordination staff on processes, tools, and best practices. Supports planning or transition activities during organizational, programmatic, or leadership changes by coordinating timelines, documentation, and stakeholder communications. Adheres to internal controls and reporting structure. Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES Organizing • Plans, organizes, and prioritizes work to coordinate multiple activities and resources efficiently. • Develops and maintains calendars, timelines, and tracking tools for concurrent program activities. • Adjusts priorities and workflows to meet deadlines across competing demands. • Ensures documentation, records, and materials are organized, current, and accessible. Time Management • Uses time efficiently to meet deadlines and manage competing responsibilities. • Manages schedules and logistics involving multiple stakeholders and shifting priorities. • Anticipates upcoming deadlines and prepares materials in advance. • Adjusts plans in response to changing needs while maintaining continuity of operations. Planning • Accurately scopes work and develops realistic plans to support effective execution. • Creates timelines and work plans for program activities, projects, and events. • Identifies task dependencies and sequences work to minimize delays. • Prepares agendas, milestones, and coordination plans to support program priorities. Written Communications • Writes clearly and concisely to convey information in a professional healthcare environment. • Prepares correspondence, reports, agendas, and meeting documentation. • Tailors written communication to audience, purpose, and level of formality. • Reviews and edits materials for accuracy, clarity, and consistency. Attention to Detail • Ensures accuracy and completeness in documentation, records, and reporting. • Reviews materials to identify errors, omissions, or inconsistencies. • Maintains organized, audit ready program records. • Follows established procedures and documentation standards. Interpersonal Savvy • Builds effective working relationships with leadership, staff, and external stakeholders. • Communicates professionally across different roles and functions. • Facilitates coordination and information sharing among groups. • Maintains confidentiality and exercises discretion in sensitive situations. EDUCATION & EXPERIENCE Required Qualifications Requires a Bachelor's Degree in Business Administration, Health Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in administrative or program coordination. Relevant education and experience may be substituted as appropriate. Proficiency in applications and systems including, but not limited to, Excel, PowerPoint, Word, Outlook, Smartsheet, Google Suite. Strong analytical skills with the ability to interpret financial data and translate it into clear, actionable insights. Preferred Qualifications Master's Degree in Business Administration, Health Administration, Healthcare Management, or a related field with at least 7 year(s) of experience in administrative or program coordination, preferably in a behavioral health, hospital, or academic medical center setting or public-sector environment. Familiarity with Salesforce, Athena and TRAYT platforms LICENSES, REGISTRATIONS OR CERTIFICATIONS REQUIRED: None PREFERRED: Certified Administrative Professional (CAP), Project Management Professional (PMP) Salary Range $57,000 + 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. ---- 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. ---- 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. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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,