Senior Academic Program Coordinator

Job Posting Title:

Senior Academic Program Coordinator ----

Hiring Department:

Dell Medical School ----

Position Open To:

All Applicants ----

Weekly Scheduled Hours:

40 ----

FLSA Status:

Exempt from FLSA ----

Earliest Start Date:

Jan 04, 2027 ----

Position Duration:

Expected to Continue ----

Location:

AUSTIN, TX ----

Job Details:

General Notes

Dell Medical School is seeking a Senior Academic Program Coordinator.

Purpose

The Senior Academic Program Coordinator provides advanced coordination and operational oversight for the Primary Care, Family and Community Medicine (PCFCM) Clerkship, a required medical school course that spans two years, as well as related fourth-year electives, community faculty development and continuing medical education (CME) activities. Reporting to the Director of the PCFCM Clerkship, this role serves as a primary resource for students, educators, affiliate faculty preceptors, community partners and institutional offices. The coordinator manages clerkship placements, schedules, instructional logistics, examinations, evaluations, grades, educational records, learning management system content and accreditation-related documentation. Working closely with academic leadership, the Department of Medical Education and administrative teams, the role supports reliable course delivery, Liaison Committee on Medical Education (LCME) requirements and continuity across the department’s medical education activities, including GME.

Responsibilities

Oversees PCFCM Clerkship and Academic Program Operations

· Manages day-to-day operations of the required, two-year PCFCM Clerkship and related fourth-year Primary Care and Family Medicine electives and Acting Internship.

· Coordinates clerkship placements, academic calendars, student and educator schedules, lectures, meetings, examinations, evaluations, grades and classroom logistics.

· Maintains the learning management system, syllabi, clerkship materials, educational records, program timelines and standard operating procedures.

· Coordinates onboarding and orientation activities for students, educators and affiliate faculty preceptors.

· Ensure course operations align with institutional requirements, academic standards and established clerkship policies.

Student, Faculty and Community Partner Engagement

· Serves as a primary resource for students, educators, affiliate faculty preceptors, community partners and institutional offices regarding clerkship and academic program matters.

· Provides timely and accurate information about course requirements, schedules, policies, procedures and educational activities.

· Facilitates communication among the Department of Family Medicine, Department of Medical Education, Office of Undergraduate Medical Education, clinical and community sites and other partners.

· Supports faculty in curriculum implementation, student evaluation, instructional logistics and issue resolution.

· Supports preceptor affiliate faculty appointments, renewals, engagement and appreciation activities.

· Liaises and communicates with administrators and clinic leaders at university and community clinic sites

Provides Administrative Faculty Development, CME and Logistical Support

Coordinates logistics for faculty development academic events, CME, workshops, meetings and training sessions.

· Supports the development, approval, compliance tracking and delivery of CME activities involving community faculty.

· Coordinates educational materials, supplies, space, audiovisual support and other resources needed for clerkship and faculty activities.

· Supports community faculty professional development and engagement activities.

· Maintains organized program, faculty and event records and documentation.

Ensures Compliance and Accreditation Support

Prepares and maintains documentation and data needed to support LCME requirements, accreditation reviews, audits and institutional reporting.

Monitors compliance with applicable institutional, state and federal requirements and established medical education policies.

Tracks required clerkship documentation, evaluations, educational records and deadlines.

Assists with development and implementation of program policies, procedures and compliance processes.

Maintains accurate accreditation-related databases, files and records.

Supports Data Management and Program Evaluation

· Collects, validates and analyzes data related to student participation, evaluations, grades, faculty involvement, clerkship sites and program outcomes.

· Prepares reports and documentation for academic leadership, institutional offices and accreditation-related needs.

· Supports continuous quality improvement through accurate data collection, evaluation tracking and identification of operational issues.

· Maintains data integrity, confidentiality and accurate student and faculty records.

· Uses learning management, curriculum management and other academic systems and tools.

Supports Operational Continuity and Knowledge Transfer

• •Cross-trains and collaborates with educational and administrative support teams to ensure continuity of clerkship and related program operations.
• •Documents key workflows, timelines, contacts and recurring responsibilities.
• •Provides guidance and shares subject-matter knowledge related to academic coordination processes.
• •Supports transition planning and knowledge transfer during staffing changes or coverage needs.
• •Performs related coordination duties to maintain timely and reliable educational services.

Other duties as identified by department

MARGINAL OR PERIODIC FUNCTIONS:

• •Participates in institutional committees and academic planning groups.
• •Assists with new program development and grant-funded initiatives.

· Participates in institutional committees, clerkship planning groups and medical education meetings as requested.

· Serves as a member of the Clerkship Grading Committee

· Assists with development or expansion of clerkship sites and educational partnerships with community health centers, public health organizations and community-based social service organizations.

· Attends professional development conferences and training relevant to medical education, accreditation, faculty development or CME.

· Supports recruitment, onboarding and orientation of academic program participants and affiliate faculty preceptors.

· Coordinates special events, faculty appreciation activities and educational outreach involving community faculty.

· Adheres to internal controls and reporting structure.

· Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

Organizing

• •Arranges resources and information to support smooth clerkship, elective, community faculty and CME operations.
• •Maintains detailed academic schedules, educational records and accreditation-related documentation.
• •Develops systems to track student requirements, faculty participation, evaluations, compliance and program deadlines.
• •Prioritizes tasks to meet multiple and competing deadlines.

Planning

• •Scopes out tasks and sets clear goals and timelines.
• •Develops calendars and operational plans for the two-year clerkship and related educational activities.
• •Anticipates LCME-related documentation, evaluation, reporting and scheduling requirements.
• •Coordinates logistics for educational activities across multiple clinical and community sites.

Peer Relationships

• •Builds strong relationships and collaborates effectively.
• •Serves as a reliable point of contact for students, faculty preceptors, community partners and institutional offices.
• •Resolves issues diplomatically and constructively.
• •Builds trust and fosters collaboration across departments, institutions and community-based sites.

Functional/Technical Skills

• •Demonstrates experience in academic program administration and coordination, preferably in undergraduate medical education or a related academic health environment.
• •Uses academic soft