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Senior Academic Program Coordinator

University of Texas - Austin

AUSTIN, TX

  • Full Time
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About the role

Job Posting Title:

Senior Academic Program Coordinator

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Jan 04, 2027

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

Dell Medical School is seeking a Senior Academic Program Coordinator.


Purpose

The Senior Academic Program Coordinator provides advanced coordination and operational oversight for the Primary Care, Family and Community Medicine (PCFCM) Clerkship, a required medical school course that spans two years, as well as related fourth-year electives, community faculty development and continuing medical education (CME) activities. Reporting to the Director of the PCFCM Clerkship, this role serves as a primary resource for students, educators, affiliate faculty preceptors, community partners and institutional offices. The coordinator manages clerkship placements, schedules, instructional logistics, examinations, evaluations, grades, educational records, learning management system content and accreditation-related documentation. Working closely with academic leadership, the Department of Medical Education and administrative teams, the role supports reliable course delivery, Liaison Committee on Medical Education (LCME) requirements and continuity across the department’s medical education activities, including GME.


Responsibilities

Oversees PCFCM Clerkship and Academic Program Operations

·       Manages day-to-day operations of the required, two-year PCFCM Clerkship and related fourth-year Primary Care and Family Medicine electives and Acting Internship.

·       Coordinates clerkship placements, academic calendars, student and educator schedules, lectures, meetings, examinations, evaluations, grades and classroom logistics.

·       Maintains the learning management system, syllabi, clerkship materials, educational records, program timelines and standard operating procedures.

·       Coordinates onboarding and orientation activities for students, educators and affiliate faculty preceptors.

·       Ensure course operations align with institutional requirements, academic standards and established clerkship policies.


Student, Faculty and Community Partner Engagement

·       Serves as a primary resource for students, educators, affiliate faculty preceptors, community partners and institutional offices regarding clerkship and academic program matters.

·       Provides timely and accurate information about course requirements, schedules, policies, procedures and educational activities.

·       Facilitates communication among the Department of Family Medicine, Department of Medical Education, Office of Undergraduate Medical Education, clinical and community sites and other partners.

·       Supports faculty in curriculum implementation, student evaluation, instructional logistics and issue resolution.

·       Supports preceptor affiliate faculty appointments, renewals, engagement and appreciation activities.

·       Liaises and communicates with administrators and clinic leaders at university and community clinic sites

 

Provides Administrative Faculty Development, CME and Logistical Support

  • Coordinates logistics for faculty development academic events, CME, workshops, meetings and training sessions.

·       Supports the development, approval, compliance tracking and delivery of CME activities involving community faculty.

·       Coordinates educational materials, supplies, space, audiovisual support and other resources needed for clerkship and faculty activities.

·       Supports community faculty professional development and engagement activities.

·       Maintains organized program, faculty and event records and documentation.

 

Ensures Compliance and Accreditation Support

  • Prepares and maintains documentation and data needed to support LCME requirements, accreditation reviews, audits and institutional reporting. 
  • Monitors compliance with applicable institutional, state and federal requirements and established medical education policies. 
  • Tracks required clerkship documentation, evaluations, educational records and deadlines. 
  • Assists with development and implementation of program policies, procedures and compliance processes. 
  • Maintains accurate accreditation-related databases, files and records. 

 

Supports Data Management and Program Evaluation

·       Collects, validates and analyzes data related to student participation, evaluations, grades, faculty involvement, clerkship sites and program outcomes. 

·       Prepares reports and documentation for academic leadership, institutional offices and accreditation-related needs. 

·       Supports continuous quality improvement through accurate data collection, evaluation tracking and identification of operational issues. 

·       Maintains data integrity, confidentiality and accurate student and faculty records. 

·       Uses learning management, curriculum management and other academic systems and tools. 

 

Supports Operational Continuity and Knowledge Transfer

  • Cross-trains and collaborates with educational and administrative support teams to ensure continuity of clerkship and related program operations. 
  • Documents key workflows, timelines, contacts and recurring responsibilities. 
  • Provides guidance and shares subject-matter knowledge related to academic coordination processes. 
  • Supports transition planning and knowledge transfer during staffing changes or coverage needs. 
  • Performs related coordination duties to maintain timely and reliable educational services. 

 

Other duties as identified by department

MARGINAL OR PERIODIC FUNCTIONS:

  • Participates in institutional committees and academic planning groups.
  • Assists with new program development and grant-funded initiatives.

·       Participates in institutional committees, clerkship planning groups and medical education meetings as requested. 

·       Serves as a member of the Clerkship Grading Committee

·       Assists with development or expansion of clerkship sites and educational partnerships with community health centers, public health organizations and community-based social service organizations. 

·       Attends professional development conferences and training relevant to medical education, accreditation, faculty development or CME. 

·       Supports recruitment, onboarding and orientation of academic program participants and affiliate faculty preceptors. 

·       Coordinates special events, faculty appreciation activities and educational outreach involving community faculty. 

·       Adheres to internal controls and reporting structure. 

·       Performs related duties as required. 

KNOWLEDGE/SKILLS/ABILITIES

Organizing

  • Arranges resources and information to support smooth clerkship, elective, community faculty and CME operations.
  • Maintains detailed academic schedules, educational records and accreditation-related documentation.
  • Develops systems to track student requirements, faculty participation, evaluations, compliance and program deadlines.
  • Prioritizes tasks to meet multiple and competing deadlines.

Planning

  • Scopes out tasks and sets clear goals and timelines.
  • Develops calendars and operational plans for the two-year clerkship and related educational activities. 
  • Anticipates LCME-related documentation, evaluation, reporting and scheduling requirements.
  • Coordinates logistics for educational activities across multiple clinical and community sites.

Peer Relationships

  • Builds strong relationships and collaborates effectively.
  • Serves as a reliable point of contact for students, faculty preceptors, community partners and institutional offices.
  • Resolves issues diplomatically and constructively.
  • Builds trust and fosters collaboration across departments, institutions and community-based sites.

Functional/Technical Skills

  • Demonstrates experience in academic program administration and coordination, preferably in undergraduate medical education or a related academic health environment.
  • Uses academic software and data systems proficiently.
  • Applies knowledge of accreditation, compliance, student records and program evaluation requirements.
  • Leverages technical expertise to support program goals.

Written Communications

  • Writes clearly and effectively.
  • Drafts reports, policies, and internal communications.
  • Prepares professional correspondence and formal documentation.
  • Communicates program updates and procedural requirements.

Customer Focus

  • Prioritizes the needs of internal and external stakeholders. 
  • Responds promptly to faculty and student inquiries.
  • Anticipates and addresses the needs of program participants.
  • Delivers a positive and responsive service experience.

EDUCATION & EXPERIENCE

MINIMUM QUALIFICATIONS:

Requires a Bachelor's Degree in education, public health, healthcare administration, or a related field with at least 5 year(s) of experience in academic program coordination, higher education administration, or training program support.

  • Relevant education and experience may be substituted as appropriate

 

PREFERRED QUALIFICATIONS:

Master's Degree in higher education, public administration, or a related field with:  

  • Capacity to innovate and implement new ideas to enhance program effectiveness.
  • Experience using curriculum management systems or learning management systems

LICENSES, REGISTRATIONS OR CERTIFICATIONS

REQUIRED:

  • None

 

PREFERRED:

  • Certification from the Training Administrators of Graduate Medical Education (TAGME).
  • Project Management Professional (PMP) certification.
  • Certification in Academic Affairs Administration or Public Health Education.

Salary Range

$56,291 + depending on qualifications


WORKING ENVIRONMENT/EQUIPMENT

  • Standard office equipment.
  • Repetitive use of a keyboard.
  • May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

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:

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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.