Job Posting Title:

Senior Administrative Program Coordinator, Clinical Integration

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Hiring Department:

Department of Psychiatry

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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:

Jan 31, 2025

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Position Duration:

Expected to Continue Until Aug 31, 2025

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Administrative Program Coordinator, Clinical Integration. This position has an end date of 8/31/2025, but may be renewable based upon availability of funding, work performance, and progress toward goals.

This is a federally and 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 Research Institute (HRI) for the TCMHCC. The Senior Administrative Program Coordinator, Clinical Integration, will work as part of an interdisciplinary, team-based program to support the Texas Child Mental Health Programs (TCMHP) including the Texas Child Health Access Through Telemedicine (TCHATT), Child Psychiatry Access Network (CPAN), Perinatal Psychiatry Access Network (PeriPAN), and other related initiatives.

TCHATT provides telemedicine or telehealth programs to school districts to help identify and assess the behavioral health needs of children and adolescents and provides access to mental health services. PeriPAN and CPAN provide one-on-one support to patient care providers that help treat the mental health needs of children (CPAN) and perinatal women (PeriPAN) and provide access to mental health services.

A flexible working arrangement can be accommodated based upon the needs of the program and with supervisor approval. This position may require occasional work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable, private workspace free from distractions.

Purpose

The Senior Administrative Program Coordinator, Clinical Integration will support the Texas Child Mental Health Programs and related initiatives by providing administrative and logistical assistance and assisting in the daily management and delivery of strategic projects.

Responsibilities

Collaborates with the leadership to support the implementation of clinical projects for the Texas Child Mental Health programs. Assists in managing, overseeing, communicating, and evaluating projects using project management methodologies and processes. Collaborates with leadership to track and facilitate progress on clinical goals and priorities. Assists in identifying and addressing areas of need in the program workflow with colleagues, stakeholders, and staff and faculty. Assists with development and monitoring of policies, procedures, workflows, dashboards, surveys, matrixes, training manuals, templates, and other assets to ensure operational efficiency and effectiveness. 

Monitors and manages project quality and cost to ensure that project deliverables are acceptable, fulfill the terms and requirements of the project’s statute, Consortium and University policy, and defined specifications. Assists with developing criteria for evaluating programs, proposals, and other pertinent information related to project assignments. Collaborates with team members and project stakeholders to identify potential risks and difficulties and facilitates the design of mitigation strategies. Plans and manages efficient project meetings and supports documentation and record keeping.

Supports implementation of research projects to study and optimize patient outcomes. Works with multidisciplinary stakeholders to operationalize data collection. Reviews and monitors metrics.

Coordinates, plans, and develops projects and functions. Adheres to program management requirements, tracks project progress and expenses, identifies and escalates risks, and ensures alignment with program objectives. Coordinates with operations and clinical colleagues across programs to establish goals, align procedures, solve problems, and ensure continuous program improvement. Compiles and distributes project information and  project status reports. Coordinates, tracks, performs, and monitors various clinical functions according to policy and priorities, including purchase requests, calendar management, and human resource position requests.

Reviews and edits proposals, memoranda, reports, and publications, and maintains and organizes files. Examines and answers correspondence. Obtains and disperses information, and reviews pertinent information so gathered. Processes, routes, and responds to inquiries from patients, families, and the public. Maintains accurate and professional correspondence logs, files, information, databases and other tracking systems as necessary. Communicates with other team members, Dell Medical School staff members, electronic health records administrators, and other stakeholders as needed. Manages inter- and intra-departmental communication through e-mail, phone, video conference, and other mechanisms. Drafts professional correspondence, invitations, reports. Fields inquiries from partners, clients, customers, and colleagues. Manages email correspondence.

Oversees and supports the clinical use of project management software and processes such as, clinical training materials, intranet resources, Smartsheets, documentation, and other guidance. Works closely with the Texas Child Mental Health leadership to address project flows and deadlines leveraging the team’s project management software. Updates dashboards and project management software accordingly.

Develops and maintains FAQ’s, dashboards, websites, workflows, and instructions to ensure clinical efficiency in staff and student onboarding, training, and off-boarding cycle. Provides trainings and assistance as needed. Provides technology support and escalates issues as needed.  Interviews and trains new personnel, as needed.

Organizes and coordinates meetings and other activities. Assists with special projects and related tasks as needed.

Performs other related duties as assigned.

Required Qualifications

Bachelor’s degree and 5 years or master's degree and 3 years of coordinating and administering a program. Experience with administrative support or customer service functions. Effective communicator with excellent oral, written, and interpersonal communication skills. Proven ability to manage multiple tasks simultaneously with attention to detail, prioritizing assignments to meet deadlines. Outstanding organizational and time-management skills. Highly detail-oriented. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. Ability to work independently with minimal direction. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than three years of experience providing administrative support. Start-up experience in any sector. High level of proficiency with at least one video conferencing platform, e.g., Zoom. Experience working in health care or education industry. Experience in Athena and Smartsheet. Experience with database management.

Salary Range

$56,000+ depending on qualifications

Working ConditionsMay work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Occasional weekend, overtime and evening work to meet deadlines

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.