Academic Program Coordinator

Job Posting Title:

Academic Program Coordinator

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Hiring Department:

Educational Leadership and Policy

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Sep 01, 2025

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Position Duration:

Expected to Continue Until Aug 31, 2026

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

To provide administrative support to the Executive Education program in The Department of Educational Leadership & Policy. This position has an end date of 8/31/2026, renewable based upon availability of funding and work performance.

Responsibilities

• Assist in the semester registration of students by tracking student program progress and required course registration, working with ELP staff. Review and provide information for semesterly course scheduling. Ensure all required travel authorizations for all program faculty each semester. Secure delivery, submit purchase orders, secure trademark approval, secure IT approval, and obtain pricing bids, for all SWAG and software. Produce and tuition billing documents upon request. Maintain and create program one-pagers and calendars both digitally and in paper format. Support catering and reservation requests for program students, events, and faculty as required. Occasionally conduct assessments of peer programs for pricing, credit hour requirements, formats and requirements, etc. Participate as program representative at university wide option III program group for all related Option III policy updates, calendaring, etc. Participate as a member of program leadership team in regular meetings. Contribute to planning and implementation of program expansion, curriculum design, and resource identification. Assist in securing payment for events by obtaining appropriate authorizations, completing Entertainment Payment Requests, and obtaining receipts and submitting via online payment portals. Participate in planning a program expansion with a Master’s Option iII program and the implementation and oversight required in all areas. Participate in graduation activities (as a participant) with the college, department, and program. Act as primary point of contact for Executive EdD program information inquiries on site, assist walk-in traffic, monitor phone calls, and by providing regularly scheduled appointments. Assist in the supervision of part-time GRA
• Act as primary contact and manage tasks for: Coordinate at least two program events per semester to create student engagement opportunities for program participants (i.e., Leadership Speaker Series, Networking gatherings, Luncheons, etc.). Coordinate Admitted Students Day. Develop the agenda, reserve rooms, ID center introduction/campus touring, secure catering, prepare documents, and secure IT support. Coordinate ProSeminar/Orientation Weekend. Coordinate Mid-Program Review Process. Work with Program Leads to support their review of student progress, send out communication, schedule meetings with students, gather feedback from faculty and send students documentation.
• Coordinate Program Recruitment and Marketing by assisting in the identification of and communication with prospective students. Review admission applications and coordinate recruitment travels as required. Identify potential recruiting venues and events, plan travel agenda and secure travel reservations. Work with Graduate Program Administrator to secure required marketing material for various events. Act as resource for information for prospective students. Respond to emails sent to generic program account. Generate recruitment emails to prospective students identified from ELP student interest weekly roster. Provide guidance on how to apply and documents required by various UT offices when applying.
• Provide academic support to program faculty by assisting with course Canvas site development. Assist with technology in the classroom. Assist with course syllabus development. Assist with collection of course syllabus from program faculty for program documentation. Operate as primary point of contact for faculty and students for weekend courses in Sanchez Building to secure building access.
• Advise students on: doctoral milestones (deadlines, expectations, forms, wiki resources), curriculum (calendar, course chronology, instructors), and academic resources (i.e., writing center, UT Library). Guide students to university resources (i.e., ID center, parking resources, financial aid, veterans support, UHS, websites, What I owe, My tuition bill, canvas, etc.), inform students on billing and payment procedures (how to pay, where to pay, when to pay, etc.), provide course descriptions and general program success, graduation rates, and alumni networking.
• Manage information accuracy via updates on program cohort canvas sites for all cohorts, maintain distribution lists for all cohorts, manage information on program web and Wiki pages, working with Graduate Program Administrator (web liaison). Program LinkedIn pages with recruitment information, current cohort events/photos/news. Maintain communication with program alumni for purposes of program good will, development and growth, and pipeline creation. Monitoring and oversight of program generic email account. Other duties as assigned.

Required Qualifications

Bachelor's degree in education or related field and three years of equivalent experience. Three years of prior experience working with graduate students. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Five years of experience working in a doctoral program. Doctoral degree in education.

Salary Range

$55,000

Working Conditions

Typical office environment

​Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

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 in to 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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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]

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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.