Senior Administrative Program Coordinator, Business Operations

Responsibilities

• Advanced Program Coordination
• Coordinates complex or high-volume program activities to support assigned departmental programs.
• Maintains integrated program 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, including escalation of coordination issues.
• Independently identifies, analyzes, and resolves coordination issues or workflow gaps
• In partnership with TCMHP program manager, track, document, and coordinate resolution of system- and technology-related issues impacting program operations across multiple platforms. Maintain detailed issue logs documenting problem descriptions, resolution steps, timelines, and outcomes.
• Complex Administrative Support
• Develop the variance commentary based on the Department-provided budget to actual and prepare monthly executive-ready reports for leadership.
• Collaborate with finance to update, enhance and maintain budget execution reports.
• Provides advanced and consultative administrative support to program or departmental leadership.
• Manages complex calendars and logistics involving competing priorities and multiple stakeholders.
• Prepares agendas, presentations, briefing materials, and meeting documentation for leadership meetings and key program initiatives.
• Processes expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies.
• Maintains accurate and organized electronic and physical records to support program operations and reporting needs.
• Maintains accurate and organized program records, including staffing data, organizational structures, and documentation repositories.
• Supports financial and purchasing processes, including submission and tracking of expenses, purchase orders, and contracts.
• Develop, maintain, and regularly update organizational charts to accurately reflect reporting structures, staffing changes, and position classifications.
• Partner with leadership to validate organizational structures, FTE allocations, and reporting relationships and prepare clear, executive-ready organizational visuals
• Track and incorporate personnel actions (new hires, reclassifications, transfers, and separations) into updated org charts in a timely manner.
• Advanced Project Coordination
• Leads coordination of assigned projects and initiatives supporting program goals and operational priorities.
• Develops and maintains integrated project tracking tools, timelines, and task

Benefits

Additional Information

Job Posting Title: Senior Administrative Program Coordinator, Business 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: AUSTIN, TX ---- Job Details: General Notes Dell Medical School is seeking a Senior Administrative Program Coordinator, Business Operations. 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 the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women. The University of Texas Dell Medical School is a Health Related Institution (HRI) for the TCMHCC. This position has an end date of 8/31/2027, renewable based upon availability of funding, work performance, and progress towards goals. Purpose The Senior Administrative Program Coordinator, Business Operations, provides advanced administrative and coordination support for one or more programs within a designated department of the healthcare system. Reporting to Assistant Director, Operations, this role is responsible for coordinating complex program activities, maintaining schedules and documentation, and supporting execution of program priorities, specifically training and onboarding support, maintenance of organizational charts and staffing records/reports, tracking and resolution of system-related issues, and delivering clear, actionable reporting to inform operational and leadership decision-making. 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.

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