Administrative Program Coordinator

Job Posting Title :

Administrative Program Coordinator

Hiring Department :

Department of Psychiatry

Position Open To : All Applicants

Weekly Scheduled Hours :

40

FLSA Status : Exempt

Earliest Start Date :

Immediately

Position Duration :

Expected to Continue Until Aug 31, 2026

Location : AUSTIN, TX

Job Details : Purpose

The Administrative Program Coordinator supports various programs within the healthcare system, ensuring smooth operations. This role involves administrative support, project management, and coordination of activities. The coordinator works closely with clinical staff, administrative personnel, and external stakeholders.

This is a government funded position with an end date of 8 / 31 / 2026, renewable based upon availability of funding, work performance, and progress toward research goals.

Responsibilities

Program Coordination

Manages and coordinates program activities and timelines.

Oversees the preparation and dissemination of program-related documents.

Facilitates communication between departments and external stakeholders.

Participates in assigned projects with a focus on communication and coordination with research sponsors, community partners, and internal teams.

Administrative Support

Provides high-level administrative support to the leadership team.

Provides administrative support for clinical research programs, including scheduling, calendar management, and coordination of related tasks.

Supports research operations through inventory oversight, clerical duties, and general administrative and financial processing assistance to ensure smooth program execution.

Prepares and processes expense reports and invoices.

Project Management

Assists in planning, organizing, and managing projects.

Monitors project progress and ensures timely completion.

Coordinates cross-departmental collaboration for project success.

Event Coordination

Plans and organizes events, meetings, and conferences.

Manages logistics, including venue booking and catering arrangements.

Ensures events run smoothly and meet organizational objectives.

Compliance and Reporting

Ensures compliance with company policies and legal regulations.

Prepares and submits regular reports on program activities and outcomes.

Maintains accurate records and documentation.

Collaborates with the department finance team to support sponsor reporting and manages procurement and payment processing related to clinical trials.

Oversees daily lab operations, including equipment maintenance, supply ordering, vendor coordination, and compliance with institutional safety protocols.

Tracks mandatory training for research personnel.

MARGINAL OR PERIODIC FUNCTIONS :

Research and Data Management

Conduct research and manage data.

Provide insights based on analysis.

Training and Development

Assist in onboarding and training new staff.

Develop training materials.

Office Management

Manage office supplies and equipment.

Ensure proper maintenance.

Adheres to internal controls and reporting structure.

Performs related duties as required.

KNOWLEDGE / SKILLS / ABILITIES

Navigate complex structures and manage multiple tasks.

Excellent verbal and written communication.

Plan, execute, and monitor projects effectively.

Ensure precision in documentation and reporting.

Identify and resolve issues effectively.

Demonstrate strong attention to detail and follow-through, with proven problem-solving capabilities to support efficient and accurate task completion.

Exhibit the ability to work independently with minimal supervision, while also contributing effectively in team-based environments.

Proficient in Microsoft Office applications, including Excel, Word, and PowerPoint, with a demonstrated willingness to learn and adapt to new technologies as needed.

Required Qualifications

Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related field with at least 3 year(s) of experience in administrative or program coordination experience.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master's Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in preferably in healthcare.

Prior experience in subject recruitment and retention, human subjects research compliance, and research data management.

Demonstrated proficiency in project management, including the ability to effectively plan, organize, and prioritize tasks to meet deadlines and achieve program goals.

LICENSES, REGISTRATIONS OR CERTIFICATIONS

PREFERRED :

Certified Administrative Professional (CAP), Project Management Professional (PMP)

Salary Range

$46,000 + depending on qualifications

Working Conditions

Standard office equipment

Repetitive use of a keyboard

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 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.

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.

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.

Background Checks :

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

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.

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.

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]

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.