Coordinator of Special Programs

Posting Details Position Title: Coordinator of Special Programs Department: Engineering & Computer Science Location: Richardson Salary Range: $43,000 DOQ Pay Basis: Monthly Position Status: Regular full-time Job Summary The University of Texas at Dallas is seeking a Coordinator of Special Programs to support daily business functions and operations for an executive front office. The role will provide primary administrative support for the dean's staff, serve as the point of contact for purchasing needs, and deliver outstanding customer service to the campus community. Minimum Education and Experience Bachelor’s degree in a related field. Minimum two years of experience supporting programs or projects, or an equivalent combination of education and experience. Preferred Education and Experience Excellent verbal and written communication skills. Ability to multitask and prioritize. Experience in higher education or administrative roles preferred. Above‑average proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint) required. Experience with PeopleSoft preferred. Other Qualifications Required ability to maintain the security or integrity of critical infrastructure if the position requires access to such infrastructure as defined by Texas law. Responsibilities Front Office Operations Open and prepare the executive suite for business operations during standard hours (Monday‑Friday, 8:00 AM‑5:00 PM). Greet and welcome distinguished guests, high‑level visitors, and stakeholders with professionalism and courtesy. Maintain the appearance, functionality, and readiness of the front office and shared spaces. Graduate Student Assistant Oversight Supervise and mentor graduate student assistants, including recruitment, onboarding, training, scheduling, and performance management. Develop and implement SOPs and training materials for consistent service delivery. Administrative and Executive Support Provide advanced administrative support to the Executive Administrative Assistant and senior leadership, coordinating executive‑level priorities. Anticipate needs, manage competing priorities, and ensure efficient day‑to‑day operations. Coordinate complex travel arrangements and process reimbursements and expense reports in compliance with institutional policies. Facilitate onboarding processes for new staff, including workspace setup, technology access, and supply needs. Serve as liaison to the facilities team for work orders, office maintenance, and space planning initiatives. Event and Logistical Coordination Support the Executive Assistant in planning and executing high‑profile meetings, events, and special projects. Assist with office event planning tasks such as guest communications, space reservations, catering coordination, and materials preparation. Support executive‑level faculty search planning and execution. Provide administrative and logistical support to the school‑wide events team as needed. Procurement and Financial Support Manage purchasing for day‑to‑day operational needs, including office supplies, hospitality items, specialized equipment, and academic memberships. Process purchasing requests, monitor budget allocations, and ensure procurement policy compliance. Other Duties and Special Projects Perform other duties and special projects to accomplish office objectives. Work occasional evenings and weekends to facilitate events. Drive or operate a department golf cart as required. Physical Demands and Working Conditions May require long periods of sitting, repetitive motions, standing for extended periods at events, and/or lifting up to 25 lbs. Hybrid Remote Work Notice Following successful completion of an initial training period, a hybrid work schedule may be available, subject to business needs and departmental approval. Employees must be located within the Dallas/Fort Worth Metroplex area and be available on campus for scheduled work activities or with 24‑hour notice. Completion and approval of a UT Dallas Remote Work Agreement will be required, and use of personal computer, internet, and other standard equipment may be required. Benefits Competitive Salary Tuition Benefits Internal Training BCBS PPO Medical insurance – 100% paid for full‑time employees PPO and DHMO Dental Insurance – PPO plans include ortho benefits Vision Insurance Long and short‑term disability TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement Voluntary Retirement Plan Options – additional savings opportunities with tax‑sheltered annuity and deferred compensation plans Dental/Vision/AD&D Paid time off Paid holidays Paid winter break Fertility benefits Remote work options approved by department Professional Development All UT Dallas employees have access to professional development opportunities, including membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program. Equal Opportunity Employment UT Dallas is an Equal Opportunity Employer. The University of Texas at Dallas does not discriminate based on race, color, religion, sex, gender identity, sexual orientation, age, national origin, disability, genetic information, or veteran status. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator. #J-18808-Ljbffr University of Texas at Dallas