Senior Administrative Clinical Program Coordinator, Psychiatry and Behavioral Sciences, Dell Medical School

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior AdministrativeClinical Program Coordinator. This is a federally and state funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women.

The University of Texas Dell Medical School is a Health Research Institute (HRI) for the TCMHCC. The Senior AdministrativeClinical Program Coordinator will work as part of an interdisciplinary, team-based program to support the Texas Child Mental Health Programs (TCMHP) including the Child Psychiatry Workforce Expansion (CPWE), Texas Child Health Access Through Telemedicine (TCHATT), Child Psychiatry Access Network (CPAN), Perinatal Psychiatry Access Network (PeriPAN), and other related initiatives.

The CPWE program aims to expand the availability of mental health resources by 1) increasing the number of Texas-trained psychiatry medical residents who work for local mental health authorities (LMHAs) and community health providers, and 2) developing training opportunities for medical residents at community mental health facilities.

TCHATT provides telemedicine or telehealth programs to school districts to help identify and assess the behavioral health needs of children and adolescents and provides access to mental health services. PeriPAN and CPAN provide one-on-one support to patient care providers that help treat the mental health needs of children (CPAN) and perinatal women (PeriPAN) and provide access to mental health services.

This position has an end date of 8/31/2025, but may be renewable based upon availability of funding, work performance, and progress toward goals.

Purpose

The Senior AdministrativeClinical Program Coordinator will support the Texas Child Mental Health Programs and related initiatives by providing administrative and logistical assistance.

Responsibilities

• Collaborates with the leadership to support the implementation of clinical projects for the Texas Child Mental Health programs. Collaborates with leadership to track and facilitate progress on clinical goals and priorities. Drives organizational efficiency by optimizing processes, workflows, and resource allocation.

• Coordinates with TCHMP leadership and Dell Medical School to support implementation of the CPWE program. Supports development of psychiatry rotation schedules for medical residents rotating through LMHAs. Ensures medical residents have building access and equipment necessary for LMHA rotations. Coordinates with Dell Medical School residency coordinator to ensure rotation schedules meet residency requirements.

• Assists leadership with a large volume of reports. May counsel leadership on departmental matters. Coordinates, tracks, performs, and monitors various clinical functions according to policy and priorities, including purchase requests, calendar management, and human resource position requests.

• Reviews and edits proposals, memoranda, reports, and publications, and maintains and organizes files. Examines and answers correspondence. Obtains and disperses information, and reviews pertinent information so gathered. Processes, routes, and responds to inquiries from patients, families, and the public. Maintains accurate and professional correspondence logs, files, information, databases and other tracking systems as necessary. Communicates with other team members, Dell Medical School staff members, electronic health records administrators, and other stakeholders as needed. Manages inter- and intra-departmental communication through e-mail, phone, video conference, and other mechanisms. Drafts professional correspondence, invitations, reports. Fields inquiries from partners, clients, customers, and colleagues. Manages email correspondence.

• Supports the clinical use of project management software and processes such as, clinical training materials, intranet resources, Smartsheets, documentation, and other guidance. Works closely with the Texas Child Mental Health leadership to address project flows and deadlines leveraging the team's project management software. Updates dashboards and project management software accordingly.

• Develops and maintains FAQ's, dashboards, websites, workflows, and instructions to ensure clinical efficiency in staff and student onboarding, training, and off-boarding cycle. Provides trainings and assistance as needed. Provides technology support and escalates issues as needed. Interviews and trains new personnel, as needed.

• Assists with special projects and related tasks as needed.

• Other related duties as assigned.

Bachelor's degree and 5 years or master's degree and 3 years of coordinating and administering a program. Experience with administrative support or customer service functions. Effective communicator with excellent oral, written, and interpersonal communication skills. Proven ability to manage multiple tasks simultaneously with attention to detail, prioritizing assignments to meet deadlines. Outstanding organizational and time-management skills. Highly detail-oriented. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. Ability to work independently with minimal direction.

Relevant education and experience may be substituted as appropriate.

More than three years of experience providing administrative support. Start-up experience in any sector. High level of proficiency with at least one video conferencing platform, e.g., Zoom. Experience working in health care or education industry. Experience in Athena and Smartsheet. Experience with database management.

$56,000+ depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity

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

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.