Senior Academic Program Coordinator, Department of Medical Education, Dell Medical School

Job Posting Title:

Senior Academic Program Coordinator, Department of Medical Education, Dell Medical School

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Hiring Department:

Department of Medical Education

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

Provide advanced administrative and logistical support to the Department of Medical Education and the leadership team in the Admissions area of Student Affairs, including but not limited to, assisting with the administration and coordination of medical school admissions processes.

Responsibilities

• External Communications: Communicate with applicants/prospects/general public via phone, email, formal written communication, and social media. This includes: responding to basic inquiries, communicating with candidates regarding applicant status changes, and interacting with the public and various levels of staff, students, and external partners in the community.

• Comprehensive Application Management: Oversee the comprehensive management of applicant information and interview submissions within the Application Management Program (AMP). Facilitate the efficient processing of interview evaluations by judiciously assigning suitable evaluation tools to both interviewers and interviewees in AMP. Coordinate the assignment of application reviews to faculty and staff, fostering proactive communication to ensure the timely completion of application screening reviews.

• Medical school application evaluation: Have a foundational knowledge of required competencies for admission to medical school and be able to effectively advise prospective students on the appropriateness of planned course work, as well as extracurricular activities in preparation for application to medical school. Prescreen applications for candidates to receive secondary applications. Evaluate credentials and course descriptions to determine if applicants have met the required competencies. Appropriate throughput of applications in a timely manner to support the interview and selection process. Encapsulate the accepted applicants application for the for the Dean to refer to when calling applicants. Able to evaluate a college transcript and interpret course descriptions for appropriateness of content as applicable to pre-matriculation competency. Be familiar with the TMDSAS application format and be able to identify within the application attributes that align with institutional mission. Be familiar with the Medical College Admissions Test (MCAT) and able to interpret candidate performance in each of the test domains.

• Applicant Status Management: Monitor the dynamic assignment of applicant statuses as they progress through the intricacies of the selection process, ensuring accuracy in all communications with candidates to mitigate potential risks to the institution's reputation. Safeguard against inadvertent communication of admission offers that lack approval from the Admissions Selection Committee (ASC).

• Process Oversight and Reporting: Maintain a close working relationship with the Assistant Dean of Admissions, providing regular updates on the current status of application processing throughout the cycle. Additionally, demonstrate a commitment to data-driven decision-making by generating insightful reports on key metrics, such as demographic and academic profiles of the current application pool. Identify and report on other key data points as directed by the institution's leadership, contributing to informed strategic planning and continuous improvement initiatives.

• Interview day management: Planning and implanting interview day and preview weekend: Support the interview day process for Dell Medical School, this includes: communicating with candidates and coordinating the logistics of each interview day; prepare correspondence and packets; manage reservations and coordinate details of facility space, and catering; interface with medical staff, faculty, and community partners. Plan all events for Preview Weekend, including but not limited to catering, room reservations, location of evening dinner, and speakers. Work with student admissions representatives acting as a go between students and the admissions office.

• Interview process flow: Manage the processing of interview evaluations, which includes: assigning appropriate interview evaluation tool to interviewers and interviewees in AMP (Application Management Program); communicating with interviewers regarding timely submission of evaluations; monitoring and generating reports from online interview evaluation process in AMP.

• Coordination with Outreach programs: Support the outreach coordinator's endeavors where they intersect with the admissions process. For instance, assist in coordinating interviews and ensuring timely review of JAMP applicants to meet unique processing milestones that deviate from the normal TMDSAS deadlines.

• Management of recruitment activities: Manage and coordinate external recruitment efforts for the office by strategizing staff attendance at recruitment events held at college campuses statewide. This involves maintaining close communication with key health profession advisors who organize regional recruitment weeks to ensure DMS's participation in events at each campus. Additionally, actively participate in recruitment events held at various college campuses across the state, proficiently articulating the selection process, institutional mission, and medical school curriculum to potential candidates. Organize and oversee the travel schedules of individual staff members. Stay updated on institutional policies governing off-campus travel. Ensure DMS representatives are effectively engaged in assigned recruitment events.

• Participate in office and departmental staff meetings. Foster and maintain good working professional relationships with campus community and office staff.

• Support overall efforts of the Department and other members of the staff and perform other duties as assigned by departmental leadership.

• Other related duties as assigned.

Required Qualifications

Bachelor's degree and at least five years in program administration or program coordination. Strong business acumen, ability to multi-task, be extremely organized and detail oriented, self-motivated and hold masterful communication skills that allow high level interactions with a broad academic and medical community. Highly proficient in Microsoft Word, Excel, and PowerPoint, with the proven ability to produce professional documents in MS Power Point. Demonstrated excellent analytical skills, problem solving ability and strong critical thinking skills. Ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Competent in prioritizing multiple tasks in a fast-paced environment. Detail oriented. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in college admissions or academic advising is preferred.

Salary Range

$54,000+ depending on qualifications
 

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Occasional weekend, overtime and evening work to meet deadlines.

• Occasional interstate, intrastate and international travel.

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:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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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.