Program Manager, Asia Policy Program

Job Posting Title:

Program Manager, Asia Policy Program

Hiring Department:

Clements Center for National Security

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

AUSTIN, TX

Job Details:

General Notes

The Clements Center for National Security at The University of Texas at Austin draws on the best insights of diplomatic and military history with the mission to train the next generation of national security leaders. For more information on The Clements Center, please visit: www.clementscenter.org

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
  
  
  

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship. This is a full-time benefits-eligible position.

Purpose

Program Manager for the Asia Policy Program (APP) will serve in an operational capacity, ensuring the seamless planning, advertisement, and execution of APP’s programs and events. This role is primarily responsible for leading end-to-end planning for several guest speaker events and conferences each academic year, while managing complex workflows and overseeing financial transactions and the program budget. The Program Manager plays a critical role in enhancing APP’s visibility, fostering student involvement, and maintaining fiscal and operational excellence. The Program Manager will report to the Director and also serve as the Director’s Executive Assistant, managing the Director’s calendar and travel as well as assisting the Director triage decisions, meetings, and correspondence.

Responsibilities

• Executive Administrative Support: Act as the primary scheduler for the program director, managing complex internal and external calendars and coordinating domestic and international travel itineraries, including accommodations and expense reconciliation. Manage daily meeting schedules and maintain organized physical and digital filing systems. Prepare, proofread, and edit high-level correspondence, presentations, and reports.
• Event Planning & Speaker Series Execution: Plan and execute 3-5 speaker events each semester, overseeing all logistics including venue booking, contract negotiation, catering, and audio-visual support. Manage full guest experience for visiting dignitaries and speakers, including travel, ground transportation, and specialized programming (e.g., student sessions or private dinners). Lead the planning for 2-3 conferences and special events each year, to include preparing and organizing conference materials, managing participant selection and outreach, and managing event setup and registration to ensure seamless execution. Coordinate closely with the Clements Center staff for scheduling, marketing, logistics, financial transactions, and budget.
• Financial Management & Budgeting: Develop and maintain budgets for assigned programs, providing regular updates on expenses to leadership. Process purchase and payment requests, create travel authorizations, and reconcile procurement credit cards in strict accordance with University policies. Coordinate with the staff accountant and external vendors to ensure timely payments and financial transparency. Prepare draft documentation of program finances for director review and grant reporting.
• Marketing, Outreach, & Leadership: Collaborate with the Communications Team to implement marketing strategies across social media, ensuring high visibility for program-led and co-sponsored events. Coordinate with external co-sponsors to integrate logos and branding. Manage the creation of promotional materials, podcast recording, and event photography.
• Other Duties as Assigned.
  
  
  

Required Qualifications

• Bachelor’s degree and at least two years of relevant experience in program management, executive support, event planning, or operations.
• Demonstrated experience coordinating complex events, schedules, travel, and logistics.
• Ability to work independently while maintaining a collaborative and professional demeanor.
• Excellent written, verbal, and interpersonal communication skills.
• Strong problem-solving and critical thinking abilities.
• Ability to adapt quickly to changing priorities and deadlines.
• Exceptional attention to detail, with strong organizational and time-management skills.
  
  
  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Master’s degree and at least three years of relevant experience in program management, executive support, event planning, or operations.
• Familiarity with university financial, procurement, and travel policies and procedures.
  
  
  

Salary Range

$65,000 depending on qualifications

Working Conditions

• This position is based in Austin, TX, and is expected to work in-person on campus Monday through Friday
• Evening or weekend hours may be required
• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
  
  
  

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.

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. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 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.