Senior Administrative Program Coordinator, Business Operations

Senior Administrative Program Coordinator, Business Operations Department: Department of Psychiatry Position Open To: All Applicants Weekly Scheduled Hours: 40 FLSA Status: Exempt from FLSA Earliest Start Date: Immediately Position Duration: Expected to Continue Until Aug 31, 2027 Location: AUSTIN, TX The Senior Administrative Program Coordinator, Business Operations, provides advanced administrative and coordination support for one or more programs within a designated department of the healthcare system. Reporting to Assistant Director, Operations, this role is responsible for coordinating complex program activities, maintaining schedules and documentation, and supporting execution of program priorities, specifically training and onboarding support, maintenance of organizational charts and staffing records/reports, tracking and resolution of system-related issues, and delivering clear, actionable reporting to inform operational and leadership decision‑making. This position manages multiple concurrent workflows, resolves routine coordination challenges, and facilitates communication among internal and external stakeholders. Responsibilities Advanced Program Coordination Coordinates complex or high-volume program activities to support assigned departmental programs. Maintains integrated program calendars, timelines, milestones, and deliverables to ensure continuity and alignment of program operations. Prepares, reviews, and distributes program materials, correspondence, and documentation to ensure accuracy, consistency, and readiness for use. Serves as the primary coordination point for communication among departmental leadership, clinical teams, and external stakeholders, including escalation of coordination issues. Independently identifies, analyzes, and resolves coordination issues or workflow gaps. In partnership with TCMHP program manager, tracks, documents, and coordinates resolution of system- and technology-related issues impacting program operations across multiple platforms. Maintains detailed issue logs documenting problem descriptions, resolution steps, timelines, and outcomes. Complex Administrative Support Develops variance commentary based on the Department‑provided budget to actual and prepares monthly executive‑ready reports for leadership. Collaborates with finance to update, enhance and maintain budget execution reports. Provides advanced and consultative administrative support to program or departmental leadership. Manages complex calendars and logistics involving competing priorities and multiple stakeholders. Prepares agendas, presentations, briefing materials, and meeting documentation for leadership meetings and key program initiatives. Processes expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies. Maintains accurate and organized electronic and physical records to support program operations and reporting needs. Maintains accurate and organized program records, including staffing data, organizational structures, and documentation repositories. Supports financial and purchasing processes, including submission and tracking of expenses, purchase orders, and contracts. Develops, maintains, and regularly updates organizational charts to accurately reflect reporting structures, staffing changes, and position classifications. Partners with leadership to validate organizational structures, FTE allocations, and reporting relationships and prepares clear, executive‑ready organizational visuals. Tracks and incorporates personnel actions (new hires, reclassifications, transfers, and separations) into updated org charts in a timely manner. Advanced Project Coordination Leads coordination of assigned projects and initiatives supporting program goals and operational priorities. Develops and maintains integrated project tracking tools, timelines, and task lists to support overall project coordination and progress. Facilitates coordination among internal teams to support timely completion of project deliverables. Evaluates project risks and issues impacting timelines or outcomes and recommends mitigation strategies. Maintains project documentation and synthesizes status updates and recommendations for leadership review. Leads coordination of program operations projects and strategic initiatives, including workforce tracking, onboarding workflows, system implementation support, and training execution. Serves as the primary coordinator for the planning and implementation of program training initiatives in alignment with organizational goals and timelines. Oversees all training logistics, including developing and maintaining training plans; coordinating schedules with program leadership, trainers, and participants to ensure readiness; securing room reservations; sending meeting invitations; preparing materials; confirming staff availability, setting up training spaces, reconciling purchase orders, contracts, and related financial documentation associated with training activities. Tracks staffing metrics, FTE allocations, and workforce changes; supports maintenance of systems (e.g., Salesforce) for reporting and operational visibility. Coordinates cross‑functional efforts to resolve system or operational issues, serving as liaison between program teams, IT, and external partners. Evaluates risks, identifies trends (e.g., recurring Athena, Trayt, and other system or workflow issues), and recommends process improvements or mitigation strategies. Maintains accurate and up‑to‑date staffing records within the Salesforce database, including active employees, positions, vacancies, inactive employees, roles, and funding allocations. Submits and tracks the status of FTE change requests and supports implementation, when necessary. Tracks and reconciles position status (filled, vacant) and FTE allocations to ensure alignment with approved budgets. Generates reports and dashboards from Salesforce to support leadership decision‑making, workforce planning, and operational reporting. Compliance and Reporting Coordinates and monitors compliance with departmental policies, institutional standards, and applicable regulations. Maintains and ensures accuracy of program data, documentation, and records for reporting and compliance purposes. Prepares routine and ad hoc reports, ensuring completeness, accuracy, and alignment with reporting requirements. Reviews and validates information for audits, reviews, and reporting requests, resolving routine discrepancies. Applies established processes and internal controls, identifying and addressing basic issues or inconsistencies. Prepares routine and ad hoc reports, including budget tracking, variance reporting, and operational dashboards. MARGINAL OR PERIODIC FUNCTIONS Leads coordination for special projects, pilots, or time‑limited initiatives by developing work plans, aligning stakeholders, and monitoring progress to support leadership objectives. Serves as a resource for training or mentoring less experienced administrative or program coordination staff on processes, tools, and best practices. Supports planning or transition activities during organizational, programmatic, or leadership changes by coordinating timelines, documentation, and stakeholder communications. Adheres to internal controls and reporting structure. Performs related duties as required. Knowledge/Skills/Abilities Organizing Plans, organizes, and prioritizes work to coordinate multiple activities and resources efficiently. Develops and maintains calendars, timelines, and tracking tools for concurrent program activities. Adjusts priorities and workflows to meet deadlines across competing demands. Ensures documentation, records, and materials are organized, current, and accessible. Time Management Uses time efficiently to meet deadlines and manage competing responsibilities. Manages schedules and logistics involving multiple stakeholders and shifting priorities. Anticipates upcoming deadlines and prepares materials in advance. Adjusts plans in response to changing needs while maintaining continuity of operations. Planning Accurately scopes work and develops realistic plans to support effective execution. Creates timelines and work plans for program activities, projects, and events. Identifies task dependencies and sequences work to minimize delays. Prepares agendas, milestones, and coordination plans to support program priorities. Written Communications Writes clearly and concisely to convey information in a professional healthcare environment. Prepares correspondence, reports, agendas, and meeting documentation. Tailors written communication to audience, purpose, and level of formality. Reviews and edits materials for accuracy, clarity, and consistency. Attention to Detail Ensures accuracy and completeness in documentation, records, and reporting. Reviews materials to identify errors, omissions, or inconsistencies. Maintains organized, audit‑ready program records. Follows established procedures and documentation standards. Interpersonal Savvy Builds effective working relationships with leadership, staff, and external stakeholders. Communicates professionally across different roles and functions. Facilitates coordination and information sharing among groups. Maintains confidentiality and exercises discretion in sensitive situations. Education & Experience Required Qualifications Requires a Bachelor's Degree in Business Administration, Health Administration, Healthcare Management, or a related field with at least 5 year(s) of experience in administrative or program coordination. Relevant education and experience may be substituted as appropriate. Proficiency in applications and systems including, but not limited to, Excel, PowerPoint, Word, Outlook, Smartsheet, Google Suite. Strong analytical skills with the ability to interpret financial data and translate it into clear, actionable insights. Preferred Qualifications Master's Degree in Business Administration, Health Administration, Healthcare Management, or a related field with at least 7 year(s) of experience in administrative or program coordination, preferably in a behavioral health, hospital, or academic medical center setting or public‑sector environment. Familiarity with Salesforce, Athena and TRAYT platforms. Licenses, Registrations or Certifications REQUIRED None PREFERRED Certified Administrative Professional (CAP), Project Management Professional (PMP) Salary Range $57,000 + depending on qualifications Working Environment/EQUIPMENT Standard office equipment Repetitive use of a keyboard Background Checks A criminal history background check will be required for finalist(s) under consideration for this position. 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. 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. #J-18808-Ljbffr