Academic Programs Coordinator (Department of Occupational Therapy)

Under direct supervision, responsible for providing administrative support for the department's academic mission while ensuring compliance with standards set by internal and external regulating bodies. Facilitates and coordinates various academic activities, maintains records, databases, provides curriculum information, manages the application process and maintains documentation for continued accreditation. May work in coordination with the Program Director and serve as a primary resource for students/residents/fellows.

This is an onsite position.

• Facilitates and coordinates academic programs, conferences and schedules.
• Collaborates with Office of Admissions during program application process and recruitment process of applicants for the academic program.
• Schedules Interviews with faculty and staff and arranges travel for faculty/staff/students.
• Maintains academic and department records and databases for student related materials, creation and maintenance of student handbook and the coordination of faculty certifications, licensure, or training manuals.
• Coordinates and oversees student registration, class schedules, room reservations, teaching materials, grade reporting, scheduling exams and proctoring.
• Coordinates meetings to include room reservations, food catering, speakers, and sign-in sheets.
• Provides curriculum course scheduling support and administrative support for student academic records.
• Maintains documentation for all accreditation standards to include institution and program reviews, site visits and other special events.
• Works in coordination with the Program Director and serves as a primary resource for students.
• Provides administrative logistics for academic program events and activities to include student recruitment, orientation, graduation, awards and celebrations.
• Provides academic administrative assistance with academic and scholarly activities for faculty [i.e., canvas support, conference registration, travel logistics, processing the ordering of teaching materials, assessment tools, educational software, journals or professional publications and oversight on academic department financial documentation and reimbursements].
• Maintains program and department files in accordance with records retention schedules.
• Performs all other duties as assigned.
• Strong verbal, written and interpersonal communication skills
• Ability to serve as a resource to faculty, staff and students and work independently or as part of a team
• Ability to work in a dynamic, interdisciplinary environment and capable of self-direction with long periods of indirect supervision
• Excellent organizational and multitasking skills
• Strong detail-oriented skills with proactive approach to problem solving and multi-tasking
• Ability to prioritize meeting deadlines and adapt quickly to changes in work requirements
• Analytical and organizational skills to be able to create, maintain, interpret and input data from a variety of sources
• Demonstrated business acumen in managing budgets, contracting and funding sources

EDUCATION

Associate’s degree is required. Bachelor’s degree preferred.

PREFERRED

• Previous experience working in an academic/educational institution.
• Previous experience in event planning logistics or coordination.
• Proficient use of Microsoft 365 (Outlook, Excel, Word, PowerPoint, SharePoint, OneDrive, Teams).
• Knowledgeable in FERPA and HIPAA compliance.

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence - advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has been recognized by Forbes as one of America’s Best Employers for Company Culture .

Benefits Overview

UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.

Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists. Employees receive $50,000 of group term life insurance and $50,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.

Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.

Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits.

Disability - Employees can enroll in the Disability Insurance which provides income if a non-work related illness or injury prevents you from working.

FSAs - Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.

Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.

Time Off - A generous leave program offers multiple paid leave options:

• Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire.
• Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken.
• Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment.
• Holidays: 12 set paid holidays each year.

Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.

EEO Statement

UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.