Senior Administrative Program Coordinator
Description
Job Posting Title
Senior Administrative Program Coordinator
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Hiring Department
Department of Neurology
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Position Open To
All Applicants
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Weekly Scheduled Hours
40
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FLSA Status
Exempt from FLSA
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Earliest Start Date
Immediately
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Position Duration
Expected to Continue
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Location
AUSTIN, TX
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Job Details
General Notes
The Senior Administrative Program Coordinator provides high-level administrative, organizational, and operational support for the faculty affairs and educational activities of the Neurology and Neurosurgery departments. This position supports faculty, learners, and departmental leadership through coordination of academic programs, faculty affairs activities, educational events, and undergraduate medical education initiatives.
This position is based at Dell Medical School’s HDB location and is expected to work on-site 2–3 days per week , with the possibility of limited remote work as duties permit. Remote work arrangements are reviewed annually and are subject to change based on the business needs of the department.
Purpose
The Senior Administrative Program Coordinator provides high-level administrative, organizational, and operational support for faculty affairs and educational activities within the Neurology and Neurosurgery departments.
The position coordinates complex academic and administrative programs, including Neurology Grand Rounds, faculty evaluations and promotion and tenure activities, undergraduate medical education (UME) clerkship activities, and departmental educational events. The role works closely with faculty, program leadership, medical education partners, residents, students, and administrative colleagues to ensure effective coordination and delivery of departmental programs.
Responsibilities
Neurology Grand Rounds Seminar Administration
- Coordinate and manage the weekly Neurology Grand Rounds seminar from September through July.
- Schedule and coordinate speakers, including outside guest speakers.
- Coordinate Continuing Medical Education (CME) activities associated with Grand Rounds.
- Collaborate with Graduate Medical Education (GME) directors and coordinators.
- Attend GME Committee meetings as required.
- Cross-train with the Neurosurgery counterpart to provide operational redundancy and coverage as needed.
Faculty Affairs
- Co-facilitate faculty affairs activities for Neurology and Neurosurgery.
- Support annual faculty evaluation processes.
- Coordinate and support promotion and tenure activities.
- Partner with departmental faculty and leadership to ensure timely completion of faculty affairs activities.
Undergraduate Medical Education
- Co-facilitate the Neurology and Neurosurgery Undergraduate Medical Education (UME) Clerkship program.
- Work closely with UME-affiliated faculty and UME directors in Neurology and Neurosurgery.
- Coordinate administrative and operational activities supporting the clerkship program.
Departmental Events and Educational Programs
- Co-facilitate annual departmental events for faculty, residents, and students across Neurology and Neurosurgery.
- Support events including Resident Research Evening, Resident Graduation, and special guest speakers for residents and medical students.
- Coordinate event logistics and administrative activities with faculty and departmental stakeholders.
Additional Responsibilities
- Perform other duties as assigned.
Knowledge, Skills, and Abilities
- Excellent organizational and time-management skills with the ability to coordinate multiple programs, priorities, and deadlines.
- Strong calendar management and administrative coordination skills.
- Proficiency with Microsoft Office Suite.
- Strong data management and analysis skills.
- Excellent written and verbal communication skills.
- Professional demeanor with the ability to communicate effectively with faculty, staff, leadership, learners, and other stakeholders.
- Ability to respond to faculty and staff tactfully, clearly, and concisely.
- Ability to work collaboratively across Neurology and Neurosurgery and coordinate activities involving multiple academic and administrative stakeholders.
Required Qualifications
- Bachelor’s degree and five years of experience coordinating or administering a program; or a master’s degree and three years of applicable experience.
- Proficiency with Microsoft Office Suite and excellent data management and analysis skills.
- Excellent organizational and time-management skills.
- Calendar management experience.
- Professional demeanor with excellent oral and written communication skills and demonstrated ability to communicate effectively with all levels of management and respond to faculty and staff tactfully, clearly, and concisely.
Preferred Qualifications
- Experience coordinating academic events such as Grand Rounds and other educational seminars and presentations.
- Experience facilitating an Undergraduate Medical Education (UME) clerkship program.
- Working knowledge of UT procurement policies and procedures.
Salary Range
$56,291+ depending on qualifications
Working Conditions
- This position is based at the HDB location .
- Position is expected to work on-site at the UT Austin/Dell Medical School campus 2–3 days per week , with the possibility of limited remote work as duties permit.
- Remote work is reviewed annually and is subject to change based on the business needs of the department.
Required Materials
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section, where you may upload multiple files. Before submitting your online job application, ensure that all Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current University employees and contingent workers: As a current university employee or contingent worker, you must apply within Workday by searching Find UT Jobs . Log in to Workday, navigate to your Worker Profile, click the Career link in the left-hand navigation menu, and update your Professional Profile before applying. This information will be pulled into your application. The application is one page, and you will be prompted to upload your resume. In addition, you must respond to the application questions to upload any additional Required Materials noted above.
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Employment Eligibility
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer
The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, na