Job Posting Title:

Senior Academic Program Coordinator

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Hiring Department:

Department of Pediatrics

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Dec 02, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Texas Center for Pediatric & Congenital Heart Disease (TCPCHD) is seeking a Senior Academic Program Coordinator to join their team as part of the Health Transformation and Design Program.

Purpose

Reporting to the Health Transformation & Design Director for the Texas Center for Pediatric & Congenital Heart Disease, the Senior Academic Program Coordinator will oversee, provide administrative academic support and serve as a primary point of faculty, staff and student contact for TCPCHD internal and collaborative academic, training and continuing education programs.

Responsibilities

Serve as primary point of contact for graduate students, faculty, and staff for in-depth information, clarification and interpretation of institutional and graduate program rules and regulations, faculty promotion processes, and management and continuing education for internal conferences and collaborative conferences and seminar offerings. Serve as primary point of contact with UT Graduate School on registration and degree evaluation.

Manage issues related to University requirements for progress toward promotion, program completion, and communication of deficiencies and milestones.

Monitor and represent TCPCHD programs in relevant campus-wide communities and forums, including the Dell Medical School MS coordinator engagements, Graduate Coordinators within collaborative departments and schools, residency coordinators in appropriate clinical programs.

Request website updates as needed. Assist in maintenance and updating of program documentation and resources, including faculty templates, learner onboarding and guidance documents, and program website.

Maintain tracking system to assess and evaluate program effectiveness, student retention, academic outcomes and student placement. Provide and utilize relevant data to improve advising and program activities. Provide feedback to faculty as needed.

Ensure compliance with institutional rules, regulations, and procedures.

Inform faculty regarding promotion timelines and deadlines, building personalized templates as needed.

Answer queries and process requests from students and faculty regarding program issues such as leaves of absence, withdrawals, adds and drops and readmission. Liaise with University offices to obtain approvals for petitions as required.

Oversee all tasks associated with student, staff, and faculty registration and enrollment, including but not limited to, surveys and course/conference registration. Maintain specifically identified records and databases for notification to faculty, staff, and students of status.

Manage and facilitate the CE planners’ preparation of a CE application and required documents including financial disclosures and other necessary records.

Other related duties as assigned.

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Required Qualifications

Bachelor’s degree and five years of experience working with academic programs in a health care environment interacting with both learners and faculty in an administrative or advising capacity. Outstanding customer service skills. Proven ability to work with varied populations successfully. Documented ability to collaborate successfully and to work independently. Ability to effectively manage multiple administrative tasks simultaneously. Experience organizing and managing a large volume of data with a high level of attention to detail and accuracy. Previous experience in Continuing Medical Education or existing knowledge of CME processes and standards. Possess moderate to advanced knowledge of Smartsheet, MS Office suite, Adobe suite, Tableau. Relevant education and experience may be substituted as appropriate.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience working with clinical academic programs. Project management experience Proven ability to exercise high levels of discretion and independent judgment in interpreting and implementing program, school, and University policies. Demonstrated experience establishing priorities to meet critical deadlines and short- and long-term strategic goals. Experience using internal UT tracking and information systems. Proven ability to provide practical solutions in the resolution of complex issues.

Salary Range

$55,000+ depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

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:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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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.