Senior Administrative Program Coordinator, Technology Operations

Responsibilities

• Advanced Program Coordination
• Coordinate complex or high-volume program activities supporting assigned departmental programs
• Maintain integrated program calendars, timelines, milestones, and deliverables to support continuity and operational alignment
• Prepare, review, and distribute program materials, correspondence, and documentation
• Serve as the primary coordination point between departmental leadership, UT IT, clinical teams, school personnel, and external stakeholders
• Independently identify, analyze, and resolve coordination issues and workflow gaps
• Complex Administrative Support
• Provide advanced and consultative administrative support to program and departmental leadership
• Prepare agendas, presentations, briefing materials, and meeting documentation
• Process expense reports, invoices, purchasing requests, reimbursements, and related transactions
• Design, manage, and optimize web portals and digital platforms to improve accessibility and operational efficiency
• Maintain accurate and organized electronic and physical records
• Advanced Project Coordination
• Lead coordination of projects and initiatives supporting program goals and operational priorities
• Develop and maintain project tracking tools, timelines, task lists, and progress reports
• Facilitate coordination among internal teams and stakeholders
• Evaluate project risks and recommend mitigation strategies
• Maintain project documentation and prepare status updates for leadership review
• Compliance and Reporting
• Coordinate and monitor compliance with departmental policies, institutional standards, and applicable regulations
• Maintain accurate program data, documentation, and records
• Prepare routine and ad hoc reports
• Review and validate information for audits, reviews, and reporting requests
• Apply established processes and internal controls while identifying and resolving inconsistencies
• Marginal or Periodic Functions
• Coordinate special projects, pilots, and time-limited initiatives
• Serve as a resource for training and mentoring less experienced staff
• Support organizational, programmatic, and leadership transition activities
• Coordinate stakeholder communications and implementation plans
• Adhere to internal controls and reporting structure
• Perform related duties as assigned
• Knowledge, Skills, and Abilities
• Organizing
• Plans, organizes, and prioritizes work efficiently
• Develops and maintains calendars, timelines, and tracking tools
• Adjusts priorities to meet deadlines across competing demands
• Maintains organized and accessible documentation and records
• Time Management
• Uses time effectively to manage multiple responsibilities
• Coordinates schedules involving multiple stakeholders
• Anticipates deadlines and proactively prepares materials
• Maintains continuity despite changing priorities
• Planning
• Develops realistic work plans and timelines
• Identifies task dependencies and sequencing requirements
• Creates agendas, milestones, and coordination plans
• Supports execution of program priorities
• Written Communication
• Writes clearly and concisely in a professional healthcare environment
• Prepares correspondence, reports, agendas, and meeting materials
• Tailors communications to audience and purpose
• Reviews materials for accuracy, clarity, and consistency
• Attention to Detail
• Ensures accuracy and completeness of documentation and reporting
• Reviews materials to identify errors and inconsistencies
• Maintains organized, audit-ready

Benefits

Additional Information

Job Posting Title: Senior Administrative Program Coordinator, Technology Operations ---- Hiring Department: Department of Psychiatry ---- 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: UT MAIN CAMPUS ---- Job Details: General Notes This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system for children, adolescents, and perinatal women. Dell Medical School serves as a participating Health-Related Institution within the Consortium. This position has an end date of August 31, 2027 , renewable based upon availability of funding, work performance, and progress toward program goals. Purpose The Senior Administrative Program Coordinator, Technology Operations, supports program operations by ensuring that technology systems, platforms, and equipment used by program staff and external partners are operational, accessible, and aligned with service delivery needs. This role serves as a program-embedded resource, providing technology coordination, operational support, project coordination, and liaison services between program staff, school personnel, UT IT, vendors, and leadership.

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