Sr Program Director

Position Description

Performs administrative duties in the management and coordination of a large specialized project and program. Performs varied and complex administrative duties requiring independent judgment and the application of established policies and procedures. May provide supervision and direction to clerical, paraprofessional or professional staff members.

Department

Psychiatry Dept Lbk Genl

Major/Essential Functions

• Coordinates and oversees administrative operations for assigned departmental programs. Independently prioritizes work, manages multiple concurrent projects, develops operational workflows, and ensures the timely completion of departmental initiatives.
• Coordinates staff that they oversee with faculty credentialing, reappointments, payer enrollment, privileging, licensure renewals, DEA registrations, board certifications, and hospital credentialing requirements. Maintains accurate credentialing files, monitors expiration dates, and ensures all credentialing activities are completed within required deadlines with minimal deficiencies.
• Coordinates recruitment activities with the Senior Clinical Administrator, including interview scheduling for faculty appointments. Ensures all required documentation is completed accurately and on schedule while providing excellent customer service to candidates and faculty.
• Assists the Sr Clinical Admin with faculty contracts, annual evaluations, promotion and tenure documentation, memorandum of appointments, outside employment requests and other Faculty Affairs processes.
• Ensure compliance with institutional policies and deadlines.
• Assists with budget monitoring, reconciliation, purchasing, expense tracking and financial reporting for the Chair, Vice Chair and Sr Clinical Admin.
• Coordinates departmental projects from planning through implementation.
• Develops project timelines, tracks milestones, identifies barriers, and communicates project status to leadership.
• Completes projects within established deadlines while maintaining quality standards.
• Assists departmental leadership in strategic planning initiatives, operational assessments, and implementation of organizational priorities. Collects and analyzes data, prepares reports, and develops recommendations to support informed decision-making.
• Coordinates departmental committees, advisory groups, and leadership meetings. Develops agendas, prepares meeting materials, records minutes, tracks action items, and follows up to ensure completion of assigned tasks.
• Serves as the administrative liaison with faculty, hospital partners, community organizations, government agencies, vendors and institutional departments.
• Drafts correspondence, presentations, reports, policies, and executive communications. Communicates professionally with internal and external stakeholders while maintaining confidentiality and exercising discretion.
• Serves as a resource for faculty, staff trainees, and external partners by responding to inquiries, resolving operational issues, and providing guidance regarding departmental procedures and institutional policies.
• Coordinate all executive travel, including flights, lodging, rental cars, itineraries, conference registrations and event details. Add all travel details to the calendar, including confirmation numbers and travel blocks. Compile and submit complete travel packets to the Travel Coordinator in a timely and accurate manner. Upload associated itineraries, receipts, and documentation to digital folders. Confirm logistics with event and institutional representatives when needed. Prepare briefing documents for travel (agenda, bios, speaking notes, slide decks).
• Manage and help maintain meetings, calls and commitments for department leadership. Coordinate internal/external meetings, speaking engagements, and clinic coverage. Maintain updated calendar blocks for travel, holidays, family commitments, school breaks, remote work periods, conferences, and post-call days. Ensure all urgent meetings are escalated immediately. Protect executive time; prevent scheduling conflicts across all academic, clinical and administrative responsibilities. Maintain the Chair's private patient schedule. Ensure Friday schedule rotation is accurate and vetted with the Chair annually.

Occasional Duties

• Preforms additional duties and special projects as assigned by departmental leadership. Demonstrates flexibility and willingness to assume additional responsibilities to meet departmental objectives.

Required Qualifications

Bachelor's degree in the area of specialization or closely related field. Five years of related administrative and technical experience. Additional job related education may be substituted for the required experience on a year-for-year basis.

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.

Jeanne Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website at https://www.ttuhsc.edu/compliance/clery-report.aspx.