Associate Program Manager

Job Posting Title:

Associate Program Manager

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

PURPOSE

The Associate Program Manager supports the planning, coordination, and monitoring of faculty development programs within the Office of Faculty Academic Affairs that advance the healthcare system’s mission and operational objectives. This role assists with program activities, tracks progress, and ensures alignment with departmental and organizational priorities. The Associate Program Manager works under the guidance of the Associate Dean of Faculty Academic Affairs and the Associate Director of Faculty Academic Affairs and collaborates with project teams, administrative staff, and other stakeholders within the department and school to deliver high-quality outcomes.  The Associate Program Manager serves as a visible representative of the Office of Faculty Academic Affairs and must be comfortable presenting to broad audiences, facilitating workshops and meetings, and speaking confidently in both small-group and large-scale faculty settings.

RESPONSIBILITIES

Supports Program Planning and Coordination

• Assists in developing faculty development program plans, timelines, and deliverables within the Office of Faculty Academic Affairs.
• Ensures alignment with organizational priorities and leadership expectations.
• Tracks milestones and updates schedules as needed.
• Facilitates workshops, orientations, and panel discussions.
• Oversees virtual, hybrid, and in-person program delivery.
• Maintains documentation and program records for departmental programs.

Manages Stakeholder Engagement, Communication, and Reporting

• Builds and maintains strong relationships with internal and external stakeholders.
• Serves as the primary liaison for faculty development programs for the Office of Faculty Academic Affairs with faculty, academic departments, institutional leaders, and external partners to promote engagement, collaboration, and participation in faculty development initiatives.
• Develops and implements communication strategies tailored to specific audiences.
• Prepares status updates, reports, and presentations for internal and external stakeholders.
• Supports communication strategies to keep teams informed within the department.
• Schedules and organizes regular program meetings.

Plans Faculty Development Events and Manages Program Logistics

• Coordinates logistics for program activities and meetings.
• Manages all logistical aspects of faculty development events, including scheduling, registration, venue coordination, technology support, catering, and participant communications.
• Coordinates speakers, facilitators, panelists, and external consultants. 

Manages Faculty Awards Program

• Maintains accurate and current award information in the OFAA Faculty Awards SharePoint database.
• Researches and updates internal and external award information and deadlines.
• Partners with UT Austin and Dell Med stakeholders to coordinate internal and external faculty award nominations.
• Facilitates timely submission of nomination materials for award consideration.  Ensure all deadlines are met with high-quality submissions. 

Contributes to Process Improvement and Strategy

• Identifies opportunities for efficiency in program workflows.
• Assists with benchmarking and research for best practices.
• Participates in change management activities as directed.

REQUIRED QUALIFICATIONS:

• Bachelor's Degree in Education, Organizational Development, Business Administration, Healthcare Administration, Public Health, or related field
• At least 2 year(s) of experience in program coordination, project support, or administrative roles in a complex organization. 

Relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS:

• Master's Degree in Education, Organizational Development, Business Administration, Healthcare Administration, Public Health, or related field
• At least 5 year(s) of experience in program coordination, project support, or administrative roles in a complex organization.
• Experience in healthcare or academic settings. 
• Familiarity with project management tools and methodologies. 
• Familiarity with AI tools such as MS CoPilot, Chat GPT, and/or Claude.

SALARY RANGE

$68,670 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• Standard office equipment
• Repetitive use of a keyboard
• Hybrid work environment with occasional evening events.
• Periodic travel within the institution and affiliated clinical sites.
• Ability to coordinate and support multiple events throughout the academic year.

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 and 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.