Senior Administrative Program Coordinator, Technology Operations

Senior Administrative Program Coordinator, Technology 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 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.

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

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.