Program Coordinator - Senior Administrative and Operations (THRIVE)

Department: SOM Wichita Psychiatry and Behavioral Sciences ----- Wichita THRIVE Position Title: Program Coordinator - Senior Administrative and Operations (THRIVE) Job Family Group: Professional Staff Job Description Summary: The Senior Administrative & Operations Coordinator provides centralized administrative, operational, and communication support for the Thrive Kansas Digital Mental Health Initiative by coordinating meetings, maintaining project management systems, tracking action items, milestones, and deliverables, managing operational documentation, and supporting leadership communications. Serving as a key organizational resource for project leadership, this role facilitates effective coordination across multiple teams, regional hubs, and initiative activities, ensuring alignment, information flow, and organizational efficiency. The position focuses on strengthening operational infrastructure, documentation, communication processes, and project coordination to support the day-to-day functioning and overall effectiveness of the initiative. The Thrive Kansas Digital Mental Health Initiative is a grant funded, statewide, evidence-based digital therapeutic strategy designed to expand access to treatment for depression, substance use disorders (SUD) and other mental disorders in rural Kansas. The initiative deploys clinically validated computerized mental health interventions supported by community-based facilitation and integrated into rural primary care, behavioral health, and community settings. Job Description: Job Duties Project Coordination & Administrative Operations Maintain project timelines, task lists, milestone trackers, and implementation roadmaps. Coordinate recurring and ad hoc meetings across project leadership, regional teams, and partner organizations. Develop meeting agendas and coordinate meeting logistics. Document meeting minutes, decisions, action items, and follow-up activities. Monitor completion of action items and assigned deliverables. Track cross-team dependencies and provide status updates to project leadership. Leadership & Governance Support Support the Initiative Director, Associate Director, Senior Project Director, and Senior Project Manager in coordinating initiative activities. Assist with preparation of leadership team meetings and planning sessions. Maintain project governance documentation and decision logs. Coordinate communications related to project priorities and leadership decisions. Facilitate communication among teams as directed by project leadership. Documentation & Knowledge Management Maintain shared project files and document repositories. Manage standard operating procedures (SOPs) and workflow documentation. Maintain version-control processes for initiative documents. Ensure project records remain organized and accessible. Support development and dissemination of operational guidance documents. Cross-Team Coordination Coordinate routine communications among initiative teams. Support scheduling and coordination of cross-functional workgroups. Assist with coordination of regional hub meetings and activities. Ensure consistent communication of operational updates across teams. Facilitate logistical support for collaborative initiatives. Administrative Infrastructure Support Maintain project calendars and coordination systems. Support planning and logistics for major initiative meetings and events. Coordinate scheduling across teams and leadership groups. Assist with maintenance of project management and collaboration platforms. Conducts activities in a professional and ethical manner, and in accordance with KUMC Policies and applicable local, state and federal laws and regulations. Performs job responsibilities in a safe and secure manner. Coordinate work with other University areas ensure integration and support of the University mission. Develops, maintains and expands job-specific knowledge and skills to keep pace with industry changes and supports the university's commitment to excellence and innovation. Participates in relevant committees, task force, or other similar activities. Maintain confidentiality of medical center, employee, and patient information. Manages sensitive data with discretion and in accordance with KUMC policies and legal requirements. Maintains the highest standards of integrity, respect, professional conduct, and ethical standards. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice. Work Environment This position may be eligible for a hybrid (in-office/remote) work schedule, based on a set departmental schedule and with management approval. Incumbent must reside in Kansas or Missouri. Required Qualifications Work Experience: Two (2) years of experience in project coordination, program management, or related project-based work. Education may be substituted for experience on a year for year basis. Preferred Qualifications Education: Bachelor’s degree in public health, public administration, healthcare administration, business, or related field. Work Experience: Experience in healthcare, behavioral health, digital health, or higher education. Experience supporting grant-funded or federally funded programs. Experience coordinating training programs or workforce development initiatives. Familiarity with implementation science, CQI processes, or evaluation cycles. Translate operational needs into structured workflows and documentation. Experience supporting multi-partner or statewide initiatives. Skills Organization Detail oriented Multi-tasking Teamwork Communication Customer service Problem solving Digital collaboration tools (e.g. Teams, SharePoint, Smartsheet) Required Document CV Cover Letter Comprehensive Benefits Package: Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html Employee Type: Regular Time Type: Full time Rate Type: Hourly Compensation Statement: The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. Pay Range: $28.20 - $38.35 Minimum $28.20 Midpoint $33.17 Maximum $38.35