Program Coordinator - Senior Administrative and Operations (THRIVE)

Department: SOM Wichita Psychiatry and Behavioral Sciences – Wichita THRIVE

About the Role

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.

Responsibilities

• 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.
  • Conduct activities in a professional and ethical manner, in accordance with KUMC Policies and applicable local, state, and federal laws and regulations.
  • Perform job responsibilities in a safe and secure manner.
  • Coordinate work with other University areas to ensure integration and support of the University mission.
  • Maintain confidentiality of medical center, employee, and patient information. Manage sensitive data with discretion and in accordance with KUMC policies and legal requirements.
  • Maintain the highest standards of integrity, respect, professional conduct, and ethical standards.

Requirements

• Required Qualifications
  • 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
  • Bachelor’s degree in public health, public administration, healthcare administration, business, or related field.
  • 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.
  • Experience translating 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)

Benefits

Comprehensive benefits package with coverage beginning on day one for health, dental, and vision insurance, including 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 leave, 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.

Learn more about benefits.

Pay

The pay range for this position is $28.20 - $38.35 per hour. A combination of factors is considered in making compensation decisions, including education, experience, qualifications relative to the requirements of the position, and funding. The starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

• Minimum: $28.20
• Midpoint: $33.17
• Maximum: $38.35

Schedule

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.

Employee Type: Regular

Time Type: Full time

Rate Type: Hourly