Senior Academic Coordinator

Senior Academic CoordinatorThe Senior Academic Coordinator provides advanced academic administrative and operational coordination for Curriculum & Academic Administration (CAA), with responsibility for recurring undergraduate curriculum, academic program, compliance, committee, documentation, and institutional workflow activities.The position supports implementation of The University of Texas at Austin's new Core Curriculum while coordinating established processes across CAA's broader portfolio, including undergraduate academic program development and modification, catalog and addendum activity, low-producing program review, professional licensure, HB 2504 and public course information, faculty review, and institutional reporting.The Senior Academic Coordinator provides the operational infrastructure needed to ensure established CAA processes are timely, documented, consistently executed, and carried through required approval stages. The position maintains master calendars and tracking systems, coordinates documentation and routine communications, supports faculty and committee review processes, and monitors outstanding actions and deadlines.The position complements, rather than assumes, the strategic leadership, policy and regulatory interpretation, academic approval, substantive Core Curriculum administration, and institutional decision-making responsibilities assigned to the Director, Core Curriculum Manager, executive leadership, and other appropriate decision-makers.The position reports to the Director of Curriculum & Academic Administration and works collaboratively with CAA staff, faculty, colleges and schools, the Office of the Registrar, the Graduate School, UT System, the Texas Higher Education Coordinating Board, and other academic and administrative partners.Must be eligible to work in the US on a full-time basis for any employer without sponsorship.ResponsibilitiesAcademic Program and Curriculum Workflow CoordinationCoordinate and track established CAA workflows for undergraduate academic programs, certificates, curriculum actions, and catalog implementation.Coordinate workflows for the development, review, approval, and implementation of new undergraduate degree programs, certificates, and other academic offerings.Coordinate timelines, documentation, routing, and follow-up for modifications, reorganizations, and closures of existing undergraduate academic programs.Support CAA responsibilities for integrated and accelerated undergraduate and graduate programs when undergraduate curriculum or degree requirements are involved.Conduct initial administrative reviews for completeness and confirm that required forms, supporting materials, and approvals are present before proposals advance.Maintain status records, approval histories, deadline trackers, and implementation records for academic proposals and modifications.Coordinate established approval workflows involving colleges and schools, the Provost's Office, the Office of the Registrar, UT System, THECB, and other appropriate offices.Support catalog and addendum activities and curriculum-management system workflows, including coordination of approved changes through implementation.Identify overdue items, incomplete documentation, workflow barriers, or matters requiring policy interpretation and elevate them to the Director or appropriate functional lead.Substantive academic review, institutional recommendations, policy interpretation, exceptions, and final academic determinations remain with the Director, executive leadership, and other appropriate decision-makers.Academic Compliance and Institutional Reporting OperationsCoordinate recurring academic compliance and reporting workflows administered or coordinated by CAA.Coordinate schedules, documentation, tracking, and institutional follow-up for HB 2504 and public course information requirements.Support institutional processes associated with professional licensure disclosures and related academic compliance requirements.Coordinate documentation, schedules, records, and tracking for low-producing program reviews and related institutional and state reporting activities.Maintain comprehensive compliance calendars and identify upcoming requirements, dependencies, deadlines, and required institutional actions.Coordinate follow-up with colleges, schools, departments, and administrative offices regarding outstanding documentation or established remediation steps.Maintain organized records and audit trails documenting institutional actions, approvals, submissions, and compliance activities.Support preparation and quality review of reports and submissions to University leadership, UT System, state agencies, and other external entities.Elevate matters requiring regulatory interpretation, institutional policy determinations, or compliance decisions to the Director or appropriate professional staff.New Core and Academic Initiative ImplementationProvide cross-functional operational coordination for implementation of the new Core Curriculum and other academic initiatives after policy and academic requirements are established.Maintain implementation plans, timelines, milestones, dependencies, deliverables, and centralized tracking for assigned Core and academic initiatives.Coordinate operational activities associated with the University's transition to and implementation of the new Core Curriculum.Track submissions, approvals, outstanding actions, implementation milestones, and deliverables across participating academic and administrative units.Coordinate required documentation and routine follow-up with colleges, schools, departments, faculty, and other stakeholders.Maintain centralized records of implementation activities, decisions, approvals, status, and supporting documentation.Prepare status reports, dashboards, briefing materials, calendars, and other implementation resources for CAA and University leadership.Identify dependencies, missed milestones, emerging operational issues, and matters requiring academic, policy, or leadership decisions and elevate them appropriately.The Senior Academic Coordinator supports implementation and cross-CAA operations but does not assume the Core Curriculum Manager's responsibility for Core administration, faculty coordination, Core records, proposals, petitions, or subject-matter guidance.Committee and Faculty Review CoordinationCoordinate the operational components of faculty, committee, and administrative review processes supporting CAA responsibilities.Prepare and organize agendas, review materials, supporting documentation, schedules, and communications for faculty committees and academic review activities.Coordinate submission and review timelines and communicate established expectations to participants.Maintain committee rosters, records, decisions, action items, approval documentation, and required follow-up.Schedule meetings and coordinate operational logistics for curriculum, Core, and other assigned academic review processes.Track items through each required stage and notify the Director or functional lead of delays, missing actions, or questions requiring substantive review.Support faculty and staff information sessions, training activities, and implementation meetings related to established CAA processes.Process Documentation Training and Quality AssuranceDevelop and maintain resources that strengthen the consistency, transparency, and operational effectiveness of CAA processes.Develop and maintain standard operating procedures, process maps, checklists, templates, standard communications, guidance materials, and internal workflow documentation.Maintain webpages and training resources based on approved CAA policies, requirements, and processes.Design and maintain master calendars, trackers, dashboards, shared documentation systems, and other workflow-management resources.Conduct administrative quality-control reviews of documentation, submissions, records, and data before routing or reporting.Review workflow performance and recommend operational improvements that increase efficiency, consistency, documentation, and stakeholder understanding.Support implementation and optimization of curriculum-management, document-management, and workflow technologies used by CAA.Institutional Coordination Communication and Follow ThroughServe as an advanced academic administrative coordination resource for CAA processes involving multiple academic and administrative units.Coordinate routine communications and established process requirements with colleges, schools, departments, faculty, and central administrative offices.Develop effective working relationships with institutional partners and facilitate clear operational communication across organizational boundaries.Monitor deadlines, outstanding actions, and assigned follow-up and communicate status to the Director and appropriate functional leads.Coordinate meetings, materials, action items, records, and follow-up activities for assigned CAA workflows and initiatives.Represent CAA in operational meetings, implementation groups, and process teams as assigned by the Director.Support emerging academic administrative responsibilities and other related duties assigned by the Director.Relationship to CAA Professional ResponsibilitiesThe Senior Academic Coordinator provides cross-CAA operational coordination and is not intended to duplicate or replace the substantive responsibilities of the Director, Core Curriculum Manager, or other professional positions.The Director retains responsibility for strategic leadership, policy and regulatory interpretation, academic approval, compliance oversight, executive advising, complex institutional matters, and supervision of the CAA portfolio. The Core Curriculum Manager retains management and subject-matter ownership of recurring Core Curriculum administration.The Senior Academic Coordinator enables those functions by providing dedicated capacity for:implementation and operational execution of established academic administrative processes;master calendars, timelines, deadlines, and workflow tracking;documentation, records management, and administrative quality assurance;committee, faculty review, and meeting coordination;institutional communication and follow-through;process documentation, training resources,