Program Coordinator

Job Posting Title: Temporary Administrative Program Coordinator (UTemps) Hiring Department: UTemp Pool Position Open To: All Applicants Weekly Scheduled Hours: 40 FLSA Status: Non-Exempt from FLSA Earliest Start Date: Immediately Position Duration: Expected to Continue Until Dec 31, 2026 Location: UT MAIN CAMPUS Job Details General Notes Temporary assignments may be filled at any time. Only selected applicants will be contacted with next-step instructions. Please do not call or email. This assignment is expected to end approximately two months from the start date. This assignment may lead to a regular-status position. Purpose Reporting to the Manager of EEV Operations, the Administrative Program Coordinator owns end-to-end operational execution for course and instructor logistics across the Center for Professional Education (CPE), Human Dimensions Organizations (HDO), and Custom Training portfolios. This role goes beyond day-to-day coordination: the Administrative Program Coordinator is responsible for owning and continuously improving their operational processes, identifying opportunities for automation and efficiency, and operating with a high degree of independent judgment in a fast-paced, multi-portfolio environment. Responsibilities Process Ownership & Improvement: Owns and continuously improves the operational processes within their scope, identifying automation and efficiency opportunities along the way. Own the day-to-day operational processes within this role's scope; continuously identify and implement ways to improve efficiency, consistency, and quality across course launch, instructor communication, and materials workflows. Build and maintain Asana (or equivalent) automations, templates, and tracking systems to reduce manual, repetitive work in your processes. Research and evaluate new tools and methods relevant to your process area and recommend adoption. Troubleshoot process and system issues in collaboration with other staff members; proactively recommend fixes rather than waiting for directions. Take initiative in identifying gaps in current workflows and proposing solutions to the Manager of EEV Operations. Documentation Support: Supports the Manager of EEV Operations in keeping process documentation and standard procedures accurate and up to date. Assists the Manager of EEV Operations in documenting operational processes and standard procedures. Program Launch & Intake Management: Manages the intake and launch process for new programs and courses from initial scheduling request through publishing. Manage program portfolio launches by establishing, communicating, and refining intake processes. Schedule virtual and in-person rooms and facilities, as necessary for course delivery. Create and maintain program, course, and section records in Salesforce and Asana, verifying accuracy of all details before publishing. Collaborate with colleagues across Product & Services, Marketing, and IT to coordinate cross-functional readiness and ensure a smooth, successful launch of every course. Instructor Support & Course Logistics: Keep instructors equipped with the information, materials, and logistics support they need to deliver courses effectively. Maintain and execute a proactive outreach schedule for instructors, ensuring they receive timely information and materials to support effective delivery of courses. Provide instructors with rosters, logistics information, instructional templates, and required materials. Document and communicate requirements for digital and physical course materials, ensuring adherence to branding standards and ADA compliance. Operational Execution & Course Delivery Support: Handles the hands-on logistics of course delivery, from materials and attendance to inbox management and data accuracy across platforms. Order, prepare, and distribute digital and physical course materials. Document attendance and issue certificates of completion. Provide onsite support for instructors as needed. Manage the EEV Operations inbox, prioritizing and resolving issues based on business needs. Maintain and update courses and instructor information across multiple platforms; follow process guidelines and schedules while accommodating changes and shifting priorities. Copy and edit text and verify data accuracy across all platforms. Canvas Catalog Backend Support: Manages backend administration of Canvas Catalog to support course listings, enrollments, and completion documentation. Upload and manage student records in Canvas Catalog. Create and update course and program listings in Canvas Catalog. Create and edit completion certificates in Canvas Catalog, applying basic HTML to format and customize certificate templates. Troubleshoot and resolve Canvas Catalog backend issues as needed. Special Projects: Provides flexible support to the Product & Services team on projects and tasks outside the core responsibilities above. Assist as needed with special projects across the Product & Services team. Other related functions as assigned. Required Qualifications Bachelor's degree and at least 2 to 3 years of experience in program operations, administrative coordination, or a related field. Demonstrated experience managing multiple concurrent projects or workstreams with competing deadlines. Demonstrated experience identifying and implementing process improvements, including documentation and change management. Strong proficiency with project management software (e.g., Asana) and ability to build/maintain automation and workflows. Experience using Salesforce or a comparable CRM platform. Excellent written and verbal communication skills, including experience communicating directly with external partners (e.g., instructors, vendors). High degree of initiative and ability to operate with autonomy and sound judgment in a fast-paced environment. Strong attention to detail, including copy and editing and data verification across systems. Willingness to provide occasional onsite/in-person support as needed. Preferred Qualifications Experience with Canvas Catalog or a comparable LMS/catalog platform, including basic HTML for formatting content such as certificates. Experience in higher education, continuing education, or professional training environments. Experience with Canvas or other Learning Management Systems. Demonstrated experience building Asana automations, custom fields, or multi-project workflows. Experience managing an inbox or shared queue across competing priorities. Track record of taking a manual process and making it self-sustaining or automated. Hourly Rate $26 Working Conditions Business casual attire Standard office environment Use of manual dexterity Repetitive use of a keyboard at a workstation Work Shift M-F, 8 am - 5 pm Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Important for applicants who are NOT current university employees or contingent workers You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled into your application. The application is one page, and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. Employment Eligibility Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. Retirement Plan Eligibility The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. Background Checks A criminal history background check will be required for finalist(s) under consideration for this position. Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. Pay Transparency The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. Employment Eligibility Verification If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. E-Verify The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] Compliance Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701. #J-18808-Ljbffr