Senior Administrative Program Coordinator, Grand Rounds and Academic Events

Job Posting Title:

Senior Administrative Program Coordinator, Grand Rounds and Academic Events ----

Hiring Department:

Dell Medical School ----

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, Grand Rounds and Academic Events.

This is a grant funded position with an end date of 8/31/2027 that is renewable for another year based upon work performance and progress toward research goals.

Purpose

The Senior Administrative Program Coordinator provides advanced administrative and coordination support for one or more programs within a designated department of the healthcare system. Reporting to a program or departmental leader, this role is responsible for coordinating complex program activities, maintaining schedules and documentation, and supporting execution of program priorities. 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, specifically Grand Rounds/Speaker Series, to support assigned departmental programs.

Manage CME and CEU submissions of the Department’s Grand Rounds/Speaker Series; plans and coordinates logistical details; serves as point person with invited speakers; maintains accurate and professional correspondence logs; manages expense tracking and processing.

Develops and maintains integrated program and project 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 (i.e. Dell Med CME Office), including escalation of coordination issues.

Independently identifies, analyzes, and resolves coordination issues or workflow gaps.

Leads coordination of assigned projects and initiatives supporting program goals and operational priorities.

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 program and project documentation, and synthesizes status updates and recommendations for leadership review.

Complex Administrative Support

Provide on-site support to the Executive Manager in the Chair’s Office, including recruiting, calendar management, administrative assistance, and other duties as assigned.

Manage the calendar and serve as primary contact for the Senior Director of the Department of Psychiatry and Behavioral Sciences, which will often require independent decision-making.

Provide support to the Executive Manager in the Chair’s Office, including recruiting, calendar management, administrative assistance, and other duties as assigned.

Event Coordination

Coordinates all department wide complex and highly visible events, including but not limited to Holiday Party, Spring Picnic, Affiliate Faculty Appreciation Event, and other meetings/workshops.

Works closely with the Assistant Director of Education on Graduation and Scholarly Day events.

Manages event logistics including scheduling, space reservations, technology needs, and materials preparation.

Develops event timelines, agendas, and participant communications.

Ensures events are executed in alignment with department objectives, resolving real time issues through on site support.

Prepares post event documentation and follow up materials.

Processes expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies.

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.

Other related functions as assigned.

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.

resources.

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.

Techinical

Comfortability with on site technology and A/V troubleshooting.

EDUCATION & EXPERIENCE

MINIMUM QUALIFICATIONS:

Requires a Bachelor's Degree in Business Administration, Healthcare Mana