Senior Administrative Program Coordinator, Oncology

Job Posting Title:

Senior Administrative Program Coordinator, Department of Oncology, Dell Medical School

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Hiring Department:

Department of Oncology

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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:

General Notes

The Livestrong Cancer Institutes of the Dell Medical School have a simple yet powerful mission: to rethink the full range of cancer care, from prevention to diagnosis, treatment, survivorship and end-of-life care — all with a focus on the patient’s needs, values and preferences. The team puts this person-centered approach to practice at UT Health Austin, using a model called CaLM (Cancer Life reiMagined) to deliver compassionate, state-of-the-art cancer care. Embedded within The University of Texas at Austin, a top-tier research institution, the Livestrong Cancer Institutes are positioned to become a renowned center for technologies and models that strengthen the fight against cancer. Closely affiliated with the Livestrong Cancer Institutes is the Department of Oncology, which aims to advance care — and improve health outcomes — through a patient-centered enterprise strategy developed in partnership with the Central Texas cancer care community.

 

Purpose

This position will provide program administration and coordination to clinical and research faculty and assist in the day to day prioritization and execution of the department’s Continuing Medical Education activities, including multidisciplinary case conferences and Grand Rounds, held at the Livestrong Cancer Institutes.

 

Responsibilities

• Support and coordinate several weekly web-based clinical multidisciplinary case conferences for the department. Gather and organize patient cases to be discussed at each meeting; coordinate with outside entities to gather patient information; manage web-based meetings, email invite lists, sign in sheets, and audio-visual needs; manage Continuing Medical Education (CME) credits and Commission on Cancer (CoC) data while ensuring compliance with accreditation standards. This would require handling confidential information and working and communicating directly with various MDs and clinical/clinical research partners.

• Organize and implement monthly live and web-based Grand Rounds and biannual Patient Safety Conferences in accordance with CME policies and procedures. Schedule and attend meetings of the planning committee to coordinate and oversee faculty arrangements, manage educational programs to meet timelines and expectations, work with administrative team to coordinate meeting logistics. Provide on site support for monthly CME programs including attendance, distribution and collection of materials and audiovisual support.

• Provide administrative support for Grand Rounds activity director.

• Other related functions as assigned.

 

Required Qualifications

Bachelor's degree and at least 5 years responsible level experience in program administration or program coordination. Ability to effectively communicate with physicians and co-workers. Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment. Exhibits attention to detail and critical thinking skills. Possesses excellent organizational and time management skills. Demonstrates ability to work alone and with a team. Use of personal computer and related software (such as Microsoft, Excel and PowerPoint, Outlook). The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: https://dellmed.utexas.edu/culture. The successful candidate should have excellent communications skills, leadership abilities, and possess the highest ethical standards; including a record of achievement in diversity and inclusion. Relevant education and experience may be substituted as appropriate.

 

Preferred Qualifications

Prior related experience in a healthcare environment, academic setting or continuing medical education position. Understanding of Continuing Medical Education (CME)-related positions. Proven experience in project management.

 

Salary Range

$48,000-$52,000 depending on qualifications

 

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

 

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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.