Academic Program Coordinator - Admissions and Recruitment

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General Notes

The Department of Medical Education at the Dell Medical School is looking for an Academic Program Coordinator - Asmissions and Recruitment.

The Academic Program Coordinator, Admissions and Recruitment oversees admissions program operations and provides support for the recruitment and selection of prospective medical students. The role integrates program coordination with admissions processes to ensure compliance with institutional policies and accreditation requirements. The coordinator collaborates with internal and external stakeholders, manages applicant communications and interview logistics, and supports recruitment initiatives aligned with the institution's mission and strategic goals.

Purpose

The Academic Program Coordinator provides administrative and operational support for an assigned medical educational program (or programs) within the healthcare system, such as clerkships, electives, residency rotations, continuing medical education (CME), graduate medical education (GME), and student affairs. Reporting to a faculty leader or department manager, this role collaborates with faculty and students, assists with program curriculum development and implementation, and ensures programs meet established educational goals and standards. The Academic Program Coordinator is responsible for maintaining compliance with institutional and regulatory requirements, supports budget tracking, and organizes educational events to enhance learning and engagement.

Responsibilities

Program Development and Implementation

• Assists with the development and implementation of the admissions program.

• Coordinates with faculty to align program objectives with educational goals and standards.

• Monitors and assesses program effectiveness, making improvements as needed.

• Coordinates with the communications office to develop and maintain admissionsrelated electronic and print materials, including the admissions website.

• Serves as the primary departmental lead for ordering and managing print materials.

Administrative Coordination

• Recruits, schedules, and confirms interviewers for interview sessions, ensuring appropriate coverage and timely communication of assignments.

• Assists with responding to routine inquiries submitted through the departmental email inbox.

• Coordinates the onboarding process for admitted applicants, collaborating with campus partners such as the student health center, registrar's office, identification office, and student housing to develop onboarding checklists and outline requirements.

• Coordinates the execution, collection, and tracking of background checks and official transcripts for admitted applicants.

• Develops the annual directory for incoming medical students and coordinates distribution to designated departments.

• Supports program budget tracking and effective use of program resources.

• Prepares reports on admissions and program activities, progress, and status.

• Maintains accurate program records and documentation in accordance with institutional requirements.

• Supports application processing, evaluation, and tracking through the Texas Medical and Dental Schools Application Service (TMDSAS) common application and designated CRM systems.

• Coordinates assignment of video assessments to evaluators through approved platforms, tracks submission status, and follows up to ensure timely completion.

• Maintains accurate and uptodate records of applicant statuses and admissions offers.

Event Planning and Management

• Plans and coordinates Campus Visit Days, managing all logistics including scheduling, correspondence, venue reservations, catering, and parking arrangements.

• Plans and coordinates interview day logistics, including facilitation of virtual interviews, scheduling appointments, preparing correspondence and interview materials, and managing space reservations.

• Coordinates with medical staff, faculty, community partners, and collegiate institutions in support of admissions events and activities.

Stakeholder Collaboration

• Coordinates with faculty and staff to support effective delivery of admissionsrelated program activities.

• Assists in the recruitment, onboarding, and training of faculty, student representatives, and selection participants involved in admissions interviews and file evaluations.

Applicant Support and Guidance

• Communicates with prospective and admitted applicants regarding the admissions process, pre-matriculation requirements, and onboarding.

• Represents the admissions office at recruitment fairs, tabling events, and campus presentations as needed.

Other Job Duties may apply as assigned

* Assists with recruitment and admissions processes.

* Participates in strategic planning and program evaluation.

* Supports marketing and outreach efforts for the program.

* Manages special projects as assigned.

* Provides backup support for other administrative roles as needed.

* Adheres to internal controls and reporting structure.

* Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

Organizing

• Keeps information and tasks structured for smooth operations.

• Creates and maintains calendars, checklists, and SOPs for programs and events.

• Organizes shared drives for easy access to schedules and accreditation documents.

• Builds repeatable workflows to reduce errors and missed deadlines.

• Maintains accurate program records and documentation, ensuring compliance with institutional and regulatory requirements.

• Organizes data, reports, and tracking systems to support admissions and program oversight.

Planning

• Sets clear goals and timelines; anticipates needs and constraints.

• Drafts term-by-term program plans and schedules for orientations and audits.

• Identifies accreditation milestones early and sequences tasks accordingly.

• Coordinates faculty availability and resources to meet program timelines.

• Develops detailed plans and timelines and organizes resources effectively to support admissions and academic program operations.

• Identifies constraints and sequences tasks to meet program deadlines and requirements.

Customer Focus

• Prioritizes needs of applicants, faculty, and stakeholders.

• Responds promptly to inquiries and resolves routine issues.

• Collects feedback and adjusts logistics to improve experiences.

• Provides clear guidance on requirements and deadlines through multiple channels.

• Provides support and guidance to applicants .

• Addresses applicant and student concerns in a timely and professional manner to support a positive experience.

Priority Setting

• Focuses on high-impact tasks and manages competing demands.

• Triages requests using deadlines and compliance criteria.

• Negotiates timelines to protect critical program deliverables.

• Uses priority lists and visual boards to stay on track.

• Identifies issues, evaluates options, and develops effective solutions to support program operations.

• Manages competing priorities, including budget constraints and operational deadlines.

Written Communications

• Writes clearly and concisely for all audiences.

• Drafts announcements, orientation guides, and event briefs.

• Prepares accurate reports on participation and outcomes.

• Documents policies and creates easy-to-follow instructions.

• Conveys information clearly and effectively in both written and verbal formats.

• Prepares reports, drafts communications, and shares program updates with internal and external stakeholders.

Peer Relationships

• Builds trust and collaborates effectively across teams.

• Coordinates with faculty on logistics and resolves conflicts diplomatically.

• Partners withstudent affairs, IT, and medical education for seamless operations.

• Facilitates communication to keep stakeholders aligned.

• Builds and maintains positive working relationships with applicant, students, faculty, and staff.

• Collaborates with faculty and administrative partners to support admissions activities and resolve routine issues.

Functional/Technical Skills

• Uses academic systems and tools accurately and efficiently.

• Publishes calendars and materials in LMS and scheduling platforms.

• Maintains data integrity and runs reports for program evaluation.

• Applies compliance knowledge when preparing documentation.

• Applies project coordination, data analysis, and CRM system skills to support program operations, reporting, and stakeholder communication.

• Prepares detailed reports and monitors program data to support operational decisionmaking.

• Uses program systems and tools to track activities, maintain records, and support compliance requirements.

• Consolidated this section and removed duplicates

Required Qualifications

Requires a Bachelor's Degree in education, Business Administration, or a related field. Minimum of 3 years of relevant experience in an educational or administrative setting.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Master's Degree in Education, Business Administration, or a related field. with at least 5 year(s) of experience in relevant area, including experience in program coordination or management.

* Project Management Professional (PMP) certification.

* Certified Program Planner (CPP) certification

Salary Range
$48,000-$56,234

Working Conditions

• Standard office equipment

• Repetitive use of a keyboard

• Occasional in-state travel to recruitment sites throughout Texas is required.

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; you will be able to multi-select additional 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 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 questions presented 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 and 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.