Administrative Program Coordinator

Job description

Job Posting Title: Administrative Program Coordinator ---- Hiring Department: Department of Surgery and Perioperative Care ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 30 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Sep 07, 2026 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes Dell Medical School is seeking an Administrative Program Coordinator. Purpose The Administrative Program Coordinator provides administrative, operational, communications and coordination support for one or more programs within a designated department of the healthcare system. Reporting to a program or departmental leader, this role supports day-to-day operations by coordinating activities, managing documentation and reporting, devloping and supporting program communications, and supporting leadership and stakeholder engagement. The Administrative Program Coordinator serves as a point of contact for program-related communication, helps align schedules, deliverables, and workflows, and supports execution of program activities across multiple workstreams. This position contributes to program continuity and operational efficiency by maintaining organized records, monitoring timelines, and supporting compliance with institutional policies, procedures, and regulatory requirements. Responsibilities Program Coordination • Coordinates program activities to support effective execution of program goals and initiatives. • Maintains and integrates program calendars, timelines, milestones, and deliverables across assigned workstreams to support program activities. • Prepares, compiles, and distributes program materials including agendas, reports, presentations, and correspondence and stakeholder communications • Serves as an administrative liaison between program leadership, departmental partners, and external stakeholders. • Tracks action items and escalates coordination issues, risks, or delays requiring additional review or resolution. Administrative Support • Provides administrative support to program or departmental leadership as assigned. • Manages calendars, schedules meetings, and coordinates logistics for participants. • Drafts, edits, and formats correspondence, briefing materials, department newsletters, and meeting documentation to support program and leadership activities. • Helps with processing expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies. • Assists with maintaining accurate and organized records by following established processes and guidelines. Project Coordination • Assists with planning and coordinating program-related projects and initiatives. • Develops and maintains project timelines, task lists, and tracking tools to support assigned project activities. • Coordinates with internal partners to support timely completion of assigned tasks. • Monitors project status and identifies risks, issues, or delays impacting timelines or deliverables. • Communicates project updates and issues to leadership to support timely decision-making. Event Coordination Support • Supports the planning and coordination of meetings, trainings, workshops, and program related events, both virtual and in person. • Assists with managing event logistics including space reservations, technology needs, catering, and materials preparation. • Helps with creating agendas, tracking attendance, and preparing post event summaries or follow up documentation. • Coordinates participant communications before and after events. • Supports the execution of events to ensure alignment with established program objectives. Compliance and Reporting Support • Supports compliance with departmental policies, institutional standards, and applicable regulations by following established procedures. • Collects, organizes, and maintains program data, metrics, and documentation. • Assists in preparing routine and ad hoc reports using established templates and guidelines. • Maintains accurate records to support audits, reviews, and quality improvement efforts. • Compiles and verifies information for reporting and compliance-related requests, escalating issues as needed. Other duties as identified by department MARGINAL OR PERIODIC FUNCTIONS: • Assists with special projects or short-term initiatives by gathering information, coordinating logistics, and tracking assigned tasks under direction. • Supports onboarding or training activities by preparing materials, scheduling sessions, and coordinating participation for new staff or stakeholders. • Provides temporary coverage for administrative or coordination functions during staff absences or peak workload periods by following established procedures. • Adheres to internal controls and reporting structure. • Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES Organizing • Plans, organizes, and prioritizes work to manage multiple tasks and meet deadlines effectively. • Establishes clear priorities and organizes tasks to balance administrative, coordination, and project responsibilities. • Maintains tracking systems for calendars, action items, deadlines, and deliverables. • Anticipates workload demands and adjusts plans to ensure timely completion of work. Time Management • Uses time efficiently and effectively to handle competing responsibilities and commitments. • Schedules meetings, tasks, and deadlines realistically to support program operations. • Adjusts priorities quickly in response to changing program or leadership needs. • Proactively manages schedules and follow up activities to minimize delays. Planning • Accurately scopes work, sets objectives, and develops practical plans to achieve program goals. • Develops timelines and work plans for projects, events, and recurring program activities. • Identifies dependencies and sequences tasks logically to avoid delays. • Supports leadership by preparing agendas, milestones, and forward looking sched