Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Program Coordinator in Austin, Texas
AdministrativeManage the calendar of the division chief of Pulmonology, requiring independent decision-making. Schedule appointments and meetings, committee meetings, individual meetings, assemble appropriate reference materials for all meetings. Reserve conference rooms, AV equipment, phone lines, manage virtual meetings, and handle all other necessary logistical details. Coordinate medium to large functions, events, trainings, workshops, and retreats on and off of the University campus: securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, taking notes, and processing the necessary approval and payment details.Draft correspondence, presentations, materials, and notices on behalf of the department of Internal Medicine program and division of Pulmonology. Assist with follow up materials as requested. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.Coordinate travel arrangements for the faculty/staff and invited visitors for the division of Pulmonology. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel lodging, and other necessary arrangements. Process travel reimbursement and other expenses, clearly tracking submission and receipt of funds in real time.Assist with faculty and staff recruitment for the division of Pulmonology including scheduling recruitment committee meetings, scheduling interviews, developing itineraries, booking flights, and other necessary arrangements, collecting, and processing applications and required forms, and collecting interviewer feedback on candidates.Program ManagementProactively manage the department media and communication activities. Design, create and manage the monthly department newsletter. Oversee, coordinate and support the departments social media outlets, Cerebrum IM homepage and annual website page update.Assist with special projects and any other tasks related to business as needs arise for the Department of Internal Medicine. Maintain broad organizational perspective to effectively carry out project needs and internal and external relationships with partners.Other related duties as assigned.
