Senior Administrative Program Coordinator

Program CoordinationManages and coordinates program activities and timelines.Oversees the preparation and dissemination of program-related documents.Facilitates communication between departments and external stakeholders.Manages onboarding, including submitting applications for approval to gain access to conduct research in UT Health Austin and Ascension clinical spaces for research visiting scholars, volunteers, fellows, and affiliates.Organizes meetings, including scheduling, sending reminders, and arranging catering, including scheduling and communications for the monthly Discovery and Investigation Seminar Series and faculty Research Committee meetings.Administrative SupportProvides high-level administrative support to the leadership team.Manages schedules, appointments, travel, and bookings for executives.Prepares and processes expense reports and invoices.Prepares and distributes monthly Value-Based Health Care Reading List and communications related to research meetings and events.Ensures research-related events are included in Dell Med internal calendar.Project ManagementAssists in planning, organizing, and managing projects.Monitors project progress and ensures timely completion.Coordinates cross-departmental collaboration for project success.Event CoordinationPlans and organizes events, meetings, and conferences.Manages logistics, including venue booking and catering arrangements.Ensures events run smoothly and meet organizational objectives.Assists in planning and organizing research-related events and functions, including the Department of Surgery and Perioperative Care Annual Research Symposium.Compliance and ReportingEnsures compliance with company policies and legal regulations.Prepares and submits regular reports on program activities and outcomes.Maintains accurate records and documentation.Manages applications for approval to gain access to conduct research in UT Health Austin and Ascension clinical spaces for research visiting scholars, volunteers, fellows, and affiliates.Other Job Duties may apply as assignedMARGINAL OR PERIODIC FUNCTIONS:Research and Data ManagementConducts research and manages data related to program activities.Provides insights and recommendations based on data analysis.Assists Associate Director of Research with post-award management of sponsored projects.Work with research coordinators, Associate Director, and Office of Finance to manage requests and financial reconciliations of payments to research participants.Training and DevelopmentAssists in the onboarding and training of new staff members.Develops training materials and conducts training sessions.Office ManagementOversees office supplies and negotiates terms with suppliers.Manages office equipment and ensures proper maintenance.Adheres to internal controls and reporting structure.Performs related duties as required.KNOWLEDGE/SKILLS/ABILITIESEffective in managing multiple tasks and priorities.Excellent verbal and written communication abilities.Capable of facilitating clear and effective communication.Proficient in planning, executing, and monitoring projects.Strong ability to manage project timelines and resources.Highly detail-oriented and accurate in work.Ensures precision in documentation and reporting.Effective in identifying and resolving issues.Demonstrates strong analytical and critical thinking abilities.