Senior Administrative Program Coordinator, Technology Operations

Advanced Program CoordinationCoordinate complex or high-volume program activities supporting assigned departmental programsMaintain integrated program calendars, timelines, milestones, and deliverables to support continuity and operational alignmentPrepare, review, and distribute program materials, correspondence, and documentationServe as the primary coordination point between departmental leadership, UT IT, clinical teams, school personnel, and external stakeholdersIndependently identify, analyze, and resolve coordination issues and workflow gapsComplex Administrative SupportProvide advanced and consultative administrative support to program and departmental leadershipPrepare agendas, presentations, briefing materials, and meeting documentationProcess expense reports, invoices, purchasing requests, reimbursements, and related transactionsDesign, manage, and optimize web portals and digital platforms to improve accessibility and operational efficiencyMaintain accurate and organized electronic and physical recordsAdvanced Project CoordinationLead coordination of projects and initiatives supporting program goals and operational prioritiesDevelop and maintain project tracking tools, timelines, task lists, and progress reportsFacilitate coordination among internal teams and stakeholdersEvaluate project risks and recommend mitigation strategiesMaintain project documentation and prepare status updates for leadership reviewCompliance and ReportingCoordinate and monitor compliance with departmental policies, institutional standards, and applicable regulationsMaintain accurate program data, documentation, and recordsPrepare routine and ad hoc reportsReview and validate information for audits, reviews, and reporting requestsApply established processes and internal controls while identifying and resolving inconsistenciesMarginal or Periodic FunctionsCoordinate special projects, pilots, and time-limited initiativesServe as a resource for training and mentoring less experienced staffSupport organizational, programmatic, and leadership transition activitiesCoordinate stakeholder communications and implementation plansAdhere to internal controls and reporting structurePerform related duties as assignedKnowledge, Skills, and AbilitiesOrganizingPlans, organizes, and prioritizes work efficientlyDevelops and maintains calendars, timelines, and tracking toolsAdjusts priorities to meet deadlines across competing demandsMaintains organized and accessible documentation and recordsTime ManagementUses time effectively to manage multiple responsibilitiesCoordinates schedules involving multiple stakeholdersAnticipates deadlines and proactively prepares materialsMaintains continuity despite changing prioritiesPlanningDevelops realistic work plans and timelinesIdentifies task dependencies and sequencing requirementsCreates agendas, milestones, and coordination plansSupports execution of program prioritiesWritten CommunicationWrites clearly and concisely in a professional healthcare environmentPrepares correspondence, reports, agendas, and meeting materialsTailors communications to audience and purposeReviews materials for accuracy, clarity, and consistencyAttention to DetailEnsures accuracy and completeness of documentation and reportingReviews materials to identify errors and inconsistenciesMaintains organized, audit-ready recordsFollows established procedures and standardsInterpersonal SavvyBuilds effective working relationships with leadership, staff, and stakeholdersCommunicates professionally across diverse groupsFacilitates collaboration and information sharingMaintains confidentiality and discretion in sensitive situations