The University of Texas at Austin · 3 weeks ago
Senior Administrative Program Coordinator
Austin, TX
Full-time
Onsite
Mid, Senior Level
$56K/yr - $56K/yr
5+ years expThe University of Texas at Austin is seeking a Senior Administrative Program Coordinator to ensure the smooth and efficient operation of various programs within the healthcare system. This role involves providing advanced administrative support, coordinating program activities, and facilitating communication across departments to enhance operational efficiency.
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Responsibilities
Manage and coordinate program activities, timelines, and deliverables
Oversee preparation, review, and dissemination of program-related documents
Facilitate effective communication between internal departments and external stakeholders to ensure alignment and success
Assist division chiefs with annual faculty evaluation process, including scheduling meetings, communicating with faculty, and ensuring timely submission of paperwork
Provide administrative support for specialized programs (e.g., Pediatric Global Health), including processing travel authorizations, reimbursements, and tracking expenses
Provide high-level administrative support to leadership, including the Associate Chair and Division Chiefs
Strategically manage calendars and time; schedule internal and external meetings, coordinate resources, and prepare reference materials
Contact and remind attendees, attend meetings, take minutes, and arrange room reservations or virtual links, catering, and other logistics
Prepare, process, and reconcile expense reports and invoices; track submission and receipt of funds in real time
Support faculty and staff with purchasing/travel requests and payment processing, educating them on UT/DMS policies as needed
Assist in planning, organizing, and managing projects from initiation to completion
Monitor project progress, identify risks, and ensure timely delivery of milestones
Coordinate cross-functional collaboration to achieve project objectives
Track invoices for subawards and contractors, process payments, and monitor expenses for grant projects and professional development
Plan and organize events, meetings, and conferences to support organizational goals
Coordinate and execute department events on and off campus, including securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes
Ensure events are executed smoothly and meet established objectives
Ensure adherence to company policies, procedures, and applicable legal regulations, including UT travel and purchasing policies
Prepare and submit accurate reports on program activities, outcomes, and performance metrics
Maintain comprehensive records and documentation for audit and compliance purposes
Assist with daily operational activities for the Department of Pediatrics, including special projects and flexible contributions as priorities evolve
Qualification
Required
Bachelor's Degree in Business Administration, Healthcare Management, or a related field
At least 5 year(s) of experience in administrative or program coordination experience
Preferred
Master's Degree in Business Administration, Healthcare Management, or a related field
At least 7 year(s) of experience in administrative or program coordination experience, preferably in a healthcare setting
Experience at UT Austin, including UT financial systems such as DEFINE, FRMS, PointPlus, and UT Market
Certified Administrative Professional (CAP), Project Management Professional (PMP)
Benefits
Teacher Retirement System of Texas (TRS)
Company
The University of Texas at Austin
The University of Texas at Austin is one of the largest public universities in the United States.
10001+ employees
H1B Sponsorship
The University of Texas at Austin has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (282)
2024 (210)
2023 (175)
2022 (186)
2021 (187)
2020 (190)
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Republic Capital Group
2022-09-14Series Unknown
Leadership Team
Will Whiting
Chief Development Officer
Recent News
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