Senior Administrative Program Coordinator, Standardized Patient Programs

Senior Administrative Program Coordinator, Standardized Patient Programs

Hiring Department: Department of Medical Education

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Oct 05, 2026

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

The Senior Administrative Program Coordinator provides advanced program coordination and operational support for assessment, simulation, and standardized patient initiatives. This role is responsible for ensuring the seamless administration of programs that support learner assessment, stakeholder engagement, and educational outcomes. The position coordinates complex logistics, scheduling, communications, and program processes while partnering with faculty, learners, standardized patients, and leadership to promote consistency, efficiency, and a high-quality participant experience across educational programs.

The Senior Administrative Program Coordinator plays a pivotal role in ensuring the smooth and efficient operation of various programs within the healthcare system. This position provides advanced administrative support, coordinates program activities, and facilitates communication across departments. The role involves managing schedules, overseeing project timelines, and supporting the leadership team in achieving strategic goals. The Senior Administrative Program Coordinator works closely with clinical staff, administrative personnel, and external stakeholders to enhance operational efficiency and contribute to the overall success of the organization.

Responsibilities

• Program Coordination
  • Manages and coordinates program activities and timelines.
  • Manages event planning and execution for OSCE, simulation, and Assessment Center activities.
  • Coordinates all SP scheduling, assignments, and logistics across UME, GME, and CME and other University affiliated programs as directed by their supervisor.
  • Trains standardized patients (SP) for events, e.g., OSCE.
  • Oversees the preparation and dissemination of program-related documents.
  • Facilitates communication between departments and external stakeholders.
• Administrative Support
  • Provides high-level administrative support to the leadership team.
  • Manages schedules, appointments, and bookings for executives.
  • Prepares and processes expense reports and invoices.
• Project Management
  • Assists in planning, organizing, and managing projects.
  • Serves as primary operational point-of-contact for course directors and faculty, working closely with the SPD on strategic communications and stakeholder relations.
  • Maintains calendars, timelines, and task lists for all assessment activities.
  • Monitors project progress and ensures timely completion.
  • Coordinates cross-departmental collaboration for project success.
• Event Coordination
  • Plans and organizes events, meetings, and conferences.
  • Manages logistics, including venue booking and catering arrangements.
  • Oversees SP communication, onboarding, and roster management.
  • Maintains efficient running of events and meets organizational objectives.
• Compliance and Reporting
  • Complies with company policies and legal regulations.
  • Tracks program logistics, resources, and operational details.
  • Supports budget tracking and resource requests.
  • Assists Standardized Patient Educator (SPE) role development and LCME/accreditation requirements under Standardized Patient Director (SPD) guidance.
  • Prepares and submits regular reports on programming activities and outcomes.
  • Maintains accurate records and documentation.

Other Job Duties may apply as assigned

Marginal or Periodic Functions:

• Research and Data Management
  • Conducts research and manages data related to program activities.
  • Provides insights and recommendations based on data analysis.
• Training and Development
  • Assists in the onboarding and training of new staff members.
  • Develops training materials and conducts training sessions.
• Office Management
  • Oversees office supplies and negotiates terms with suppliers.
  • Manages office equipment and ensures proper maintenance.
  • Adheres to internal controls and reporting structure.
  • Performs related duties as required.

Knowledge/Skills/Abilities

• Effective in managing multiple tasks and priorities.
• Excellent verbal and written communication abilities.
• Capable of facilitating clear and effective communication.
• Proficient in planning, executing, and monitoring projects.
• Strong ability to manage project timelines and resources.
• Highly detail-oriented and accurate in work.
• Ensures precision in documentation and reporting.
• Effective in identifying and resolving issues.
• Demonstrates strong analytical and critical thinking abilities.
• Familiarity with basic medical terminology.

Education & Experience

Minimum Qualifications: Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in administrative or program coordination experience.

• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications: Master's Degree in Business Administration, Healthcare Management, or a related field with at least 7 year(s) of experience in administrative or program coordination experience, preferably in a healthcare setting.

Licenses, Registrations or Certifications

• Required: None
• Preferred: Certified Administrative Professional (CAP), Project Management Professional (PMP)

Salary Range: $56,291 -$65,000

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