Senior Administrative Program Coordinator

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Position Open To:

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Weekly Scheduled Hours:

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Earliest Start Date:

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Position Duration:

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Job Details:

General Notes

The Department of Internal Medicine at the Dell Medical School is seeking a Senior Administrative Program Coordinator.

Purpose

The Senior Administrative Program Coordinator provides high-level coordination and support for the Division of Gastroenterology and Hepatology, as well as the Division of Nephrology, in the Department of Internal Medicine at the Dell Medical School at UT Austin. This position maintains a broad organizational perspective to effectively carry out internal and external relationships of these Divisions.

Responsibilities

• Provide assistance with faculty and staff recruitment, often making independent decisions in the coordination of posting and payment for recruitment ads, coordination of interview dates and schedules, collection of interviewer feedback on candidates, and the collection and processing applications and required hiring/onboarding/credentialing forms.

• Collaborate with Faculty Leadership to prepare multiple location schedules for call, inpatient consult service, outpatient clinic, and endoscopy schedules in Lightning Bolt (3rd party vendor) software. Extract data from scheduling software to prepare custom effort reports for Division Leadership. Create training modules and provide training for new faculty, staff, fellows and schedulers on use of software. Coordinate with Clinic Management to upload the clinic schedule from the Athena software into Lightning Bolt. Manage any conflicts with clinic, endoscopy, inpatient service, and individual provider PTO requests and bring to the attention of Division Leadership.

• Provide other administrative support including but not limited to: Ensuring promotions and faculty reviews are completed on time, collaborating with the Department Sr. Admin to process and track prospective faculty appointment requests, dossiers, and paperwork in centralized systems. Coordinating and arranging for new regular and affiliate faculty onboarding.Planning, coordinating and processing CME travel requests for Division faculty including, coordinating approvals, travel plan changes, and processing reimbursements. Coordinating with other administrative staff to track and update Professional Education Funds for faculty in the entire Division and communicate balances to GI faculty.Assisting with the creation and maintenance of office directories, emergency contact lists, and other stakeholder lists. Assisting with website maintenance for the Divisions on the UTHA, Dell Med, and Seton Partners in Care websites.Drafting correspondence, reports, presentations, and other materials on behalf of Departmental leaders. Assisting with follow up materials as requested.Ensuring that accurate and professional correspondence logs, files, information databases, and other tracking systems are being maintained in the Division. Assisting with special projects and any other tasks as related business needs arise.

• Strategically manage the calendar and meetings for division leadership, often requiring independent decision-making. Schedule appointments and meetings; assemble appropriate reference materials for meetings. Provide high level oversight and coordination for small to medium function and events including coordinating multiple calendar availability to schedule, drafting meeting minutes, coordinating catering, and obtaining room reservations. Assist Seton Fellowship Coordinator in organizing co-sponsored events including fellowship recruitment interview scheduling and onboarding.

• Provide support to Dell Med Finance in the creation of the monthly GI Program invoice to Seton including: tracking of total monthly recruitment expenses for reimbursements, assisting in the non-clinical funding roster completion.

• Perform other related duties as assigned.

Bachelor's degree and five years of experience in program administration or program coordination. Experience with direct support of senior leaders. Calendar management and other support directly for senior leaders. Prior experience with financial and/or purchasing systems. Experience tracking expenses, keeping organized records and planning events. Highly detail-oriented with outstanding organizational and time-management skills. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. A self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Professional demeanor - excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly and concisely. Demonstrated problem-solving and critical thinking skills. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations.

Relevant education and experience may be substituted as appropriate.

Masters Degree in Business or related field. Experience with scheduling and calendar management for executives. Experience in providing support in an administrative office at UT Austin; working knowledge of UT policies and procedures. Experience in healthcare delivery, public health, or research.

$56,000+ depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired 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 for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.