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About the Role

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. This role serves as a primary resource for students, educators, affiliate faculty preceptors, community partners and institutional offices.

Responsibilities

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

Requirements

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.
Master's Degree in higher education, public administration, or a related field.
Capacity to innovate and implement new ideas to enhance program effectiveness.
Experience using curriculum management systems or learning management systems.
Certification from the Training Administrators of Graduate Medical Education (TAGME).
Project Management Professional (PMP) certification.
Certification in Academic Affairs Administration or Public Health Education.
A criminal history background check will be required for finalist(s) under consideration for this position.
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.

Skills

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.

Location

AUSTIN, TX

Work Type

Experience Level

at least 5 year(s) of experience in academic program coordination, higher education administration, or training program support

Education Level

Bachelor's Degree
Master's Degree

Salary/Compensations

$56,291 + depending on qualifications

Benefits

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.

About the Company

Dell Medical School is seeking a Senior Academic Program Coordinator.

Equal Opportunity

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.