Administrative Program Coordinator of Student Organizations

Administrative Program Coordinator of Student Organizations

As part of the Texas Student Experience, Student Life at the University of Texas at Austin is dedicated to creating a transformative campus experience where students develop critical thinking, leadership skills, and a lifelong commitment to positive civic engagement. Guided by our core principles of being student-focused, fostering collaborative innovation, empowering ownership, and embracing strategic efficiency, we strive to support our students both inside and outside the classroom. Our mission is to develop student leaders, foster involvement, and provide support for all Longhorns, contributing to our community that values excellence and the development of our students.

The Administrative Program Coordinator supports the Student Organizations team through the administration and coordination of student organization room reservations, operational processes, and student organization advising. This position serves as a key resource for student organizations, campus partners, and university stakeholders by ensuring efficient reservation processes and providing guidance on institutional policies and student organization event planning. The position requires strong organizational and administrative skills, attention to detail, effective communication, and the ability to interpret and apply university policies in a student-centered environment.

Student Organization Room Reservations & Systems Administration

• Manage the student organization room reservation process, including reviewing, processing, and coordinating reservation requests in accordance with university policies, procedures, and space-use guidelines.
• Administer and maintain room reservation software systems and related technology platforms to ensure accurate, timely, and efficient processing of requests.
• Serve as the primary point of contact for student organizations and campus partners regarding room reservations, space availability, scheduling requirements, and reservation procedures.
• Develop, maintain, and update reservation procedures, standard operating procedures (SOPs), training materials, website text, and other resources to support consistent and effective service delivery.
• Monitor reservation workflows, identify process inefficiencies, and recommend improvements to enhance the student and campus partner experience.
• Maintain accurate records, trackers, and reports related to room reservations, space utilization, and administrative processes.
• Support the implementation, testing, and ongoing optimization of reservation software updates and system enhancements.
• Assist with assessment and reporting related to reservation activity, service delivery, and organizational space needs.

Administrative Support

• Provide administrative support to the Student Organizations team, including maintaining records, preparing correspondence and managing/organizing team documentation.
• Assist with tracking deadlines, updating internal resources, and organizing information to support unit operations.
• Support the development and maintenance of team procedures, forms, communication materials, and administrative tools.
• Respond to inquiries from student organizations, campus partners, and other stakeholders and refer complex questions to appropriate staff members.
• Assist with logistical coordination for team programs, meetings, and operational activities.
• Responsible for upkeep of all compliance tracking for Clery, state and federal reporting on an annual basis.

Student Organization Advising and Event Consultation

• Advise registered student organizations regarding program planning, event logistics, interpretation of Institutional Rules, and applicable university policies and procedures.
• Provide consultations related to indoor and outdoor events, including event planning considerations, space use, amplified sound, guest speakers, risk management, and operational requirements.
• Interpret and communicate university policies and procedures in a clear, consistent, and developmental manner.

Special Projects & Committees

• Assist in special assignments and committees on behalf of Student Organizations, Student Life, Texas Student Experience, or other campus partners as requested. Other related functions as assigned.

Required Qualifications

Bachelor's degree and three years of relevant experience. Experience providing administrative, programmatic, or operational support in a higher education or organizational setting. Demonstrated ability to organize multiple priorities, manage detailed processes, and meet deadlines. Strong written and verbal communication skills. Experience using software systems, databases, spreadsheets, or other administrative technology. Demonstrated ability to work collaboratively with students, faculty, administration, or external stakeholders. Ability to interpret and communicate policies, procedures, and guidelines effectively. Demonstrated commitment to providing responsive, student-centered service. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience working with student organizations, student activities, student affairs, or campus event management. Experience managing room reservations, scheduling systems, or event-related software. Knowledge of university policies and procedures related to student organizations, facilities, events, and risk management. Experience advising students or providing consultation to campus organizations. Experience developing SOPs, process documentation, and administrative resources. Experience collaborating with campus partners and cross-functional teams.

Salary: $50,000

Working Conditions: This position is primarily based on campus and the environment is a busy, high student traffic space with frequent interruptions. Must be able to maintain punctual and regular attendance. Repetitive use of a keyboard at a workstation. Working around and with standard office equipment. The ability to flex schedule or accrue compensatory time to accommodate occasional evening or weekend work will be required. Following successful completion of the six-month probationary period, the selected candidate may be eligible for a limited hybrid work arrangement, subject to departmental needs, supervisor approval, and university policy.

Required Materials: Cover letter/Letter of Interest, Resume/CV, 3 work references with their contact information; at least one reference should be from a supervisor.