What are the responsibilities and job description for the Senior Administrative Program Coordinator position at University of Texas at Austin?
Job Posting Title:
Senior Administrative Program Coordinator----
Hiring Department:
Charles A Dana Center----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Exempt----
Earliest Start Date:
Nov 04, 2025----
Position Duration:
Expected to Continue----
Location:
PICKLE RESEARCH CAMPUS----
Job Details:
General Notes
Occasional travel using rental or personal vehicle.
Weekend or evening work based on project needs.
May require air travel and overnight stay occasionally.
Purpose
This position supports Dana Center teams that support educators, administrators, and policymakers in creating seamless transitions throughout the K-16 system for all students. Plan and coordinate all logistical details for events, including in-person and virtual meetings, webinars, conferences, and special events around the United States. Assist with creation of external and internal websites for projects and clients. Use project management processes and tools to streamline and improve operations. Lead communication between administrative, communications, research, and evaluation teams to address needs and establish protocols.
Responsibilities
Plan and coordinate all logistical details for events, including in-person and virtual meetings, webinars, conferences, and special events using the Smartsheet online platform.
Participate in cross-functional projects. Support the development of resources. Manage organizational calendars, capture project milestones, track invoices, submit purchase orders requests for processing, review vendor contracts, and other tools related to projectmanagement.
Facilitate communication among Dana Center staff, external service providers and consumers of services, resolving or redirecting issues in a timely fashion, assessing, researching, and prioritizing internal and external correspondence, and drafting responses or responding directly as appropriate.
Participate in processes and activities designed to establish an organizational culture that supports learning, collaboration, and collective responsibility in order to enhance professional relationships, job satisfaction, and organizational effectiveness. Support the needs of the Center.
Participate in processes and activities designed to establish an organizational culture that supports learning, collaboration, and collective responsibility in order to enhance professional relationships, job satisfaction, and organizational effectiveness.
Bachelor's degree and minimum five years of experience in project coordination or administration
Proven ability to plan, prioritize, and manage multiple tasks efficiently in a fast-paced environment
Exceptional attention to detail, sound judgment, and strong problem-solving capabilities
Strong interpersonal skills with the ability to collaborate across teams and engage internal and external stakeholders
Skilled in proofreading and editing, with a focus on maintaining consistency in format and style
Experience coordinating events and utilizing web-conferencing platforms
Flexible and adaptable to evolving priorities and working styles
Relevant education and experience may be substituted as appropriate.
Preferred QualificationsProficient in Smartsheets, Canvas, Qualtrics, and Zoom for project coordination, data collection, and virtual collaboration
Skilled in advanced MS PowerPoint features, including animations, transitions, and custom formatting for impactful presentations
Experienced in building dynamic Excel templates using formulas, data validation, and sorting/filtering tools to streamline data analysis
Adapt at navigating and integrating multiple digital platforms to support efficient workflow and communication across teams
Bilingual in English and Spanish.
$60,000 depending on qualifications
Working ConditionsMay work around standard office condition
Repetitive use of a keyboard at a workstation
Position may be considered for a hybrid work environment at the discretion of the Dana Center
Please mark "yes" on the application for required materials.Failure to attach all additional materials listed may affect candidates being considered for the position.
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Importantfor 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 thatALLRequired 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 questionspresented 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.----
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.----
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.