Senior Academic Program Coordinator

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

The Senior Academic Program Coordinator provides advanced coordination and operational oversight for assigned medical educational program(s) 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 serves as a key resource for faculty, staff, and students, ensuring the seamless delivery of academic services while maintaining compliance with institutional policies and standards.

Oversees Academic Program Operations

• Manages day-to-day operations of assigned medical educational program(s), such as clerkships, electives, residency rotations, continuing medical education (CME), graduate medical education (GME), and student affairs.

• Coordinates academic calendars, course schedules, and program timelines.

• Ensures alignment with institutional goals and academic standards.

• Oversees onboarding and orientation for faculty, staff, and students.

• Maintains program documentation and standard operating procedures.

Stakeholder Engagement

• Serves as a key resource for faculty, staff, and students regarding academic program matters.

• Provides timely and accurate information on program requirements, policies, and procedures.

• Facilitates communication between departments, academic partners, and external stakeholders.

• Supports faculty in curriculum planning, evaluation, and instructional logistics.

• Resolves issues and escalates concerns as needed.

Provides Administrative and Logistical Support

• Manages program budgets, procurement, and reimbursements.

• Coordinates logistics for academic events, workshops, and training sessions.

• Oversees inventory and ordering of educational materials and supplies.

• Supports faculty development and student engagement activities.

• Maintains organized records and documentation.

• Provides specialized administrative support to multiple faculty and program leaders by coordinating daily operations and managing highvolume scheduling demands. Independently prioritizes and arranges complex calendars, ensuring timely and efficient meeting coordination with minimal supervision.

Ensures Compliance and Accreditation Support

• Prepares documentation for accreditation reviews and audits.

• Monitors compliance with institutional, state, and federal regulations.

• Tracks licensure, credentialing, and certification requirements.

• Assists in policy development and implementation.

• Maintains accreditation-related databases and records.

Supports Data Management and Program Evaluation

• Collects and analyzes data related to program outcomes and participation.

• Prepares reports for internal and external stakeholders.

• Supports continuous quality improvement initiatives.

• Maintains data integrity and confidentiality.

• Utilizes academic management systems and tools.

Mentors and Supports Junior Staff

• Provides training and guidance to junior academic staff and interns.

• Delegates tasks and monitors progress to ensure quality and timeliness.

• Encourages professional development and team collaboration.

• Serves as a subject matter expert in academic coordination.

• Supports succession planning and knowledge transfer.

• Participates in institutional committees and academic planning groups.

• Assists with new program development and grant-funded initiatives.

• Attends professional development conferences and training.

• Supports recruitment and onboarding of academic program participants.

• Coordinates alumni engagement and academic outreach efforts.

• Adheres to internal controls and reporting structure.

• Performs related duties as required

Organizing

• Arranges resources and information to support smooth operations.

• Maintains detailed academic schedules and documentation.

• Develops systems to track compliance and participation.

• Prioritizes tasks to meet multiple and competing deadline.

Planning

• Scopes out tasks and sets clear goals and timelines.

• Develops long-term plans for academic and training programs.

• Anticipates accreditation and reporting requirements.

• Coordinates logistics for multi-site educational initiatives.

Peer Relationships

• Builds strong relationships and collaborates effectively.

• Serves as a reliable point of contact for faculty, staff, and students.

• Resolves issues diplomatically and constructively.

• Builds trust and fosters collaboration across departments and institutions.

Functional/Technical Skills

• Demonstrates experience in academic program administration.

• Uses academic software and data systems proficiently.

• Applies knowledge of accreditation and compliance standards.

• Leverages technical expertise to support program goals.

Written Communications

• Writes clearly and effectively.

• Drafts reports, policies, and internal communications.

• Prepares professional correspondence and formal documentation.

• Communicates program updates and procedural requirements.

Customer Focus

• Prioritizes the needs of internal and external stakeholders.

• Responds promptly to faculty and student inquiries.

• Anticipates and addresses the needs of program participants.

• Delivers a positive and responsive service experience.

Requires a Bachelor's Degree in education, public health, healthcare administration, or a related field with at least 5 year(s) of experience in academic program coordination, higher education administration, or training program support.

Relevant education and experience may be substituted as appropriate

Master's Degree in higher education, public administration, or a related field with at least year(s) of experience in academic program coordination, higher education administration, or training program support.. Capacity to innovate and implement new ideas to enhance program effectiveness. Experience using curriculum management systems or learning management systems. Certification from the Training Administrators of Graduate Medical Education (TAGME). Project Management Professional (PMP) certification. Certification in Academic Affairs Administration or Public Health Education.

• Certification from the Training Administrators of Graduate Medical Education (TAGME).

• Project Management Professional (PMP) certification.

• Certification in Academic Affairs Administration or Public Health Education.

$57,000 + depending on qualifications

• Standard office equipment.

• Repetitive use of a keyboard

• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

• 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 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.