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Preventive Medicine Program Administrator

2 months ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

Program Specialist V:

Under the guidance of the Preventive Medicine Medical Director, the Preventive Medicine Program Coordinator oversees the administrative operations of the Office of Preventive Medicine. This includes managing the DSHS Preventive Medicine Residency Program, the Capitol Health Services Clinic, and coordinating outreach with medical schools.

This role demands a significant level of initiative, independent judgment, organizational skills, and discretion.

The Preventive Medicine Program Coordinator will engage in various programmatic tasks such as strategic planning, resident recruitment, project development, administrative workflow analysis, database management, and effective communication with residents and faculty. Additionally, the coordinator will schedule program activities and manage relationships with both internal and external stakeholders.

The position operates under general supervision, allowing for moderate independence in decision-making.

Key Responsibilities:

Regular attendance and adherence to agency leave policies are essential, along with performing other assigned duties.


ADMINISTRATIVE MANAGEMENT (35%)
Responsible for the daily management of all administrative tasks within the Office of Preventive Medicine.

Coordinates the annual review and distribution of program manuals and residents' schedules. Generates and disseminates monthly reports and rotation schedules. Organizes events such as resident lunches, retreats, orientations, and graduations. Provides administrative support to leadership, current residents, and residency committees. Assists in scheduling faculty meetings, conferences, lectures, seminars, and webinars. Offers administrative guidance to residents and medical students for elective experiences.


POLICY, CREDENTIALING, AND EVALUATION (15%)
Develops program policies and training manuals. Conducts evaluations by creating and analyzing surveys for residents and faculty.

Monitors resident duty hours, conference attendance, and licensure requirements. Manages credentialing processes for residents and faculty, ensuring compliance with necessary standards.


RECRUITMENT AND OUTREACH (15%)

Engages in outreach and marketing efforts, coordinates mentorship activities, and provides consultation to various stakeholders including DSHS staff and academic partners.


Organizes meetings, records minutes, and tracks action items for various sessions.

Communicates effectively with stakeholders regarding meetings, including scheduling and distributing materials.


Ensures the integrity of the application cycle, managing the Electronic Residency Application Service (ERAS) database and recruitment events.
INFORMATION TECHNOLOGY (10%)
Maintains all program, resident, and faculty data.

Updates relevant databases accurately and in a timely manner. Provides technical support for faculty in webinar and teleconference development.


CROSS-COLLABORATION AND SUPPORT (20%)

Offers administrative support across programs, focusing on workforce pipeline initiatives. Conducts outreach to promote these programs and assists in creating marketing materials.


OTHER DUTIES (5%)

Additional responsibilities may include participating in disaster response activities or supporting agency obligations as needed.


Required Skills and Qualifications:
  • Strong knowledge of public health and health education
  • Understanding of best practices in workforce development
  • Proficiency in data management tools
  • Excellent oral and written communication skills
  • Ability to manage multiple tasks and deadlines
  • Collaborative team player with problem-solving abilities