Job Posting Title:

Senior Administrative Program Coordinator

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Hiring Department:

Department of Medicine

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

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

Purpose

Administrative support for the Division of Infectious Disease and coordinator for Department of Internal Medicine Grand Rounds.

Responsibilities

Administrative

Manage the calendar of the division chief of Pulmonology, requiring independent decision-making. Schedule appointments and meetings, committee meetings, individual meetings, assemble appropriate reference materials for all meetings. Reserve conference rooms, AV equipment, phone lines, manage virtual meetings, and handle all other necessary logistical details. Coordinate medium to large functions, events, trainings, workshops, and retreats on and off of the University campus: securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, taking notes, and processing the necessary approval and payment details.

Draft correspondence, presentations, materials, and notices on behalf of the department of Internal Medicine program and division of Pulmonology. Assist with follow up materials as requested. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.

Coordinate travel arrangements for the faculty/staff and invited visitors for the division of Pulmonology. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel lodging, and other necessary arrangements. Process travel reimbursement and other expenses, clearly tracking submission and receipt of funds in real time.

Assist with faculty and staff recruitment for the division of Pulmonology including scheduling recruitment committee meetings, scheduling interviews, developing itineraries, booking flights, and other necessary arrangements, collecting, and processing applications and required forms, and collecting interviewer feedback on candidates.

Program Management

Proactively manage the department media and communication activities. Design, create and manage the monthly department newsletter. Oversee, coordinate and support the department’s social media outlets, Cerebrum IM homepage and annual website page update.

Assist with special projects and any other tasks related to business as needs arise for the Department of Internal Medicine. Maintain broad organizational perspective to effectively carry out project needs and internal and external relationships with partners.

Other related duties as assigned.

Required Qualifications

Bachelor's degree and five years of experience in program administration or program coordination. Prior experience with financial and/or purchasing systems. Experience tracking expenses, keeping organized records. 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.

Preferred Qualifications

Experience in providing support in an administrative office at UT Austin; working knowledge of UT policies and procedures. Start-up experience in any sector. Experience in healthcare delivery, public health, or research.

Salary Range

$56,000+ 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.