Program Coordinator – Neurology Department

WHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you’ll discover a culture of teamwork, professionalism, and a rewarding career! 

JOB SUMMARY 

UTSW is seeking an experienced Program Coordinator to support the Clinical Trials team within the Department of Neurology.  This role provides end-to-end administrative and financial support across both pre-award and post-award phases of clinical trial activity. The Program Coordinator will work closely with the research teams and external partners to ensure contracts, financial processes, and study documentation are managed accurately and timely execution of study-related tasks.

On the pre-award side, this position will support contract and agreement processes by uploading Confidential Disclosure Agreements (CDAs) into the eAgreements system, reviewing, and uploading contract amendments, and sending intake forms to collect start-up fees. The Program Coordinator will compile and share start-up fee information with PIs for review and approval, update and maintain the Clinical Trial Agreement (CTA) tracker, and assist with follow-up emails and status inquiries related to contract execution and approvals. 

The Program Coordinator will also play a key role assisting with post-award activities, including issuing invoices and responding to invoice-related inquiries, tracking and monitoring accounts to ensure timely payments, and preparing financial forecast analysis for clinical trial studies. The role will also facilitate award closeouts, ensuring that all financial data is accurate, complete, and consistent with award terms. This role will also be responsible for reviewing and approving hospital charges through PeopleSoft Interdepartmental Request (IDR).

This position is integral to the successful administration of clinical trials and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a collaborative, fast-paced research environment,
 

BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer
• Learn more about these and other UTSW employee benefits!

EXPERIENCE AND EDUCATION

Required

• Education
  Bachelor’s Degree In Business Administration, Health Care Administration, Education/Social Science, or related field 
   

• Experience
  5 years Experience in appropriate field or 
  May consider additional years of experience in lieu of education. 
   

JOB DUTIES

The candidate will be expected to perform the following job duties:

Pre-Award:

• Upload Confidential Disclosure Agreements (CDAs) into the Institutional system.
• Review, process, and upload contract amendments.
• Distribute intake forms to collect clinical trial start-up fees and share fee details with PIs for review and approval.
• Maintain and update the Clinical Trial Agreement (CTA) tracker to ensure accurate and current study records.

• Assist with follow-up communications, including status inquiries related to contracts, approvals, and study start-up activities.

Post-Award:

• Issues invoices and handle any invoice-related queries.

• Tracks and monitor accounts for timely payments.
• Prepares and conducts financial forecast analysis for clinical trial studies.
• Facilitate award closeouts and ensure the financial data is consistent and accurate.
• Review and approve hospital charges through Institutional Systems.

• Responsible for design, execution, and effectiveness of system of internal controls, which provides reasonable assurance that operations are effective and efficient, assets are safeguarded, and financial information is reliable.
• Ensures compliance with applicable laws, regulations, policies, and procedures.
• Reads literature and attends functions to keep abreast of relevant scientific and technical developments related to program.
• May provide supervision to staff members.
• Performs other duties as assigned.

SECURITY AND EEO STATEMENT

Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.

EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.