Program Coordinator

Job Summary The Program Coordinator supports the day‑to‑day operational, administrative, and financial functions of the Callier Child Development Program. This role ensures efficient program operations by coordinating activities related to purchasing, budget tracking, compliance, billing, marketing, and program systems while serving as a liaison between staff, families, and internal departments. Minimum Education and Experience Bachelor's degree in a related field, with 3–5 years of experience directly related to the duties and responsibilities specified; or an equivalent combination of education and experience. Preferred Education and Experience Bachelor's degree in Accounting, Business Management, or a related field 5+ years of experience in administrative operations, financial coordination, or program support Experience supporting program marketing efforts, including digital content, flyers, website updates, and outreach events (e.g., career fairs) Other Qualifications When required, the holder must maintain the security or integrity of critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code for this position. Essential Duties and Responsibilities Operations & Program Coordination Coordinate day‑to‑day administrative and operational workflows for the program Serve as a liaison between staff, families, and internal departments Maintain accurate data in program systems such as Procare and CCURE Assist program managers with operational and administrative support, including the preparation and coordination of onboarding packets and required documentation for new staff and families Purchasing, Budget Tracking & Travel Coordination Coordinate purchasing activities, including placing and tracking orders Maintain accurate documentation and records for all purchases Track expenditures and maintain budget spreadsheets (Excel) Ensure proper application of tax exemptions and adherence to purchasing procedures Coordinate travel arrangements, including lodging, per diem, and expense processing using Concur Financial Recordkeeping & Reconciliation Support Manage reconciliation of travel expenses and cost center activity, including departmental expenditures and salary tracking Assist with reconciliation of credit card transactions and expense records Compile and organize supporting documentation for audits and financial reviews Support the preparation of budget and expenditure reports for leadership Maintain accurate, complete, and well‑organized financial documentation Compliance & Licensing Coordination Track and coordinate required inspections (e.g., health, fire, and safety) Maintain compliance documentation and ensure timely completion Support childcare licensing, accreditation, and regulatory requirements Maintain and support required documentation for the National School Lunch Program (NSLP), including verification processes Billing & Accounts Support Coordinate student billing setup and updates in ProCare system Support resolution of account discrepancies in coordination with finance staff Systems & Administrative Support Maintain security access, including CCURE badges, keys, and Comet Card access for staff, families, and contractors Coordinate with IT to troubleshoot system and equipment issues Maintain inventory of technology and program equipment Support filing systems, record retention, and supply management Marketing & Program Support Assist with the development and distribution of program marketing materials such as flyers and newsletters Support updates to program website content and digital communications Assist with outreach efforts, including event support and career fair participation Ensure consistency and accuracy of program information across all materials Additional Responsibilities Track budget activity for external contracts Process and track purchase requisitions Maintain organized and confidential records Provide high‑quality customer service to staff, families, and visitors Provide limited support to HR processes by assisting with document collection or tracking as needed Serve as a backup resource for HR‑related coordination in collaboration with the ASO and Director of Education Assist with tracking employee attendance concerns (e.g., unexcused absences) in coordination with the ASO Perform other duties as assigned Physical Demands and Working Conditions Physical Demands Sit, stand, walk, run, bend, stoop, squat, climb, twist, turn, stretch, and reach frequently throughout the day Lift, push, pull, and carry items weighing up to 40 pounds Get up and down from the floor easily to interact with children Perform tasks requiring fine and gross motor skills Maintain mental alertness, agility, and emotional stability throughout the workday Multi‑task and manage interruptions while maintaining a calm and professional demeanor Respond with patience and a positive attitude when engaging with children, families, and colleagues Work Conditions Exposed to bodily fluids, strong odors, cleaning chemicals, and contagious illnesses Exposed to varying indoor and outdoor conditions, including hot or cold temperatures, UV rays/sun exposure, and noise Subject to environments with crying children and bright fluorescent lighting Tools and Equipment Computers, iPads, iPods, and other digital devices Basic kitchen appliances and utensils Cleaning tools such as brooms, mops, and sanitizing supplies Classroom toys, educational tools, and child‑related materials Additional Information Must have a negative TB test. Must have a cleared Texas Child Care Licensing Background Check; a provisional background check will not be accepted. What We Can Offer UT Dallas is an Equal Opportunity Employer. We offer an employee‑friendly work environment with a comprehensive benefits package including competitive salary, tuition benefits, internal training, medical insurance (100% paid for full‑time employees), dental insurance, vision insurance, long and short‑term disability, retirement plan options, paid time off, and paid holidays. All employees have access to professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and the UT Dallas Bright Leaders Program. Visit for more information. Equal Opportunity Statement All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public. The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in employment and education. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator. #J-18808-Ljbffr