Academic Program Coordinator

Academic Program Coordinator

Hiring Department:

locations

UT MAIN CAMPUS

time type

Full time

posted on

Posted 4 Days Ago

job requisition id

R_00042007

Job Posting Title:

Academic Program Coordinator

Hiring Department:

School of Journalism and Media

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Non-Exempt

Earliest Start Date:

Sep 30, 2025

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

General Notes

Purpose

Academic Program Coordinator has two primary responsibilities: Course scheduling and provide general financial and administrative support to the School of Journalism and Media. This role will supervise multiple students and ensure continuous office coverage during normal operating hours.

Responsibilities

Financial Support (40%)

• Work with faculty and the Graduate Coordinator to process scholarship awards.
• Process departmental purchasing including purchase order, reimbursement, travel, and other related accounting documents.
• Manage the School Procard, maintain appropriate records, and keep faculty, staff, and students informed of UT financial, travel, and entertainment policies.

Course Management (40%)

• Prepare proposed course schedules and lead discussion and approval processes with the Chair, Associate Chairs, Area Heads, and the Dean’s Office.
• Work with Academic Advisors to manage course planning, classroom space issues, scheduling, and enrollment.
• Oversee scheduling courses for the department, including undergraduate and four separate graduate programs each semester.
• Coordinate textbook orders, course instructor survey, and final exam requests.
• Enter important undergraduate information on the university website.
• Manage individual instruction assignments and reporting.
• Coordinate E-grade submissions, process grade changes, and enter accreditation data

Administrative Coordination (20%)

• Serve as the main point of contact for the office and manage front desk operations, including assisting visitors and responding to telephone/email inquiries.
• Supervise students, including creating their schedule and approving their time sheets.
• Coordinate department events and meeting space planning.
• Maintain overall appearance of office, conference room, and break room.
• Maintain department mailboxes, office supplies, distribute mail. Process work orders and key requests.
• Assist the Director and Administrative Manager with special projects as assigned.

Required Qualifications

• Bachelor's degree in a field related to the work to be performed.
• Two years of administrative professional experience.
• Excellent organizational skills and attention to detail.
• Experience handling accounting and financial processes such as purchasing, reimbursements, travel, Procard reconciliation, and scholarship awards.
• Experience using UT systems such as UT Direct, DEFINE, and other University financial and administrative platforms.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort learning new software systems.
• Demonstrated ability to manage concurrent projects while proactively communicating with stakeholders.
• Strong interpersonal, customer service and problem-solving skills.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than two years, of administrative professional experience.
• Demonstrated ability to manage complex scheduling, course coordination, and academic processes.
• Experience supervising student workers

Work Shift

Typical schedule is Monday through Friday, 8 hours per day, generally between 8:00 a.m. and 5:00 p.m. Flexible work arrangements are available. A hybrid schedule may be considered following the 6-month probationary period. Occasional evening or weekend work may be required to support departmental events or business needs.

Salary

$55,000

Working Conditions

May work around standard office as well as studio audio equipment. Repetitive use of a keyboard at a workstation. Frequent standing and sitting and the use of manual dexterity. Lift and move standard office files and supplies. Various conditions for reporting in the field. Work hours may include occasional evenings, weekends and some holidays during peak periods to meet deadlines. Final candidate will be required to pass a background check prior to starting employment.

UT Austin is a Tobacco-free Campus.

Required Materials

• Resume
• Letter of interest
• Three work references with their contact information; at least one reference should be from a supervisor

What benefits do I receive with UT? The university offers an impressive benefits package including, but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Optional Vision, Dental, Life, and Disability insurance options.

• Generous paid vacation, sick time, and holidays.
• Teachers Retirement System of Texas, a defined benefit retirement plan.
• 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.
• Staff tuition assistance once eligible.
• Expansive employee discount program including athletic tickets.
• Free access to UT Austin's libraries and museums.
• Free rides on all UT Shuttle and Austin CapMetro buses.

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 into 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.
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.

The Division of Student Affairs supports all members of the university community through our mission of developing programs and services that allow everyone to thrive and contribute to the dedicated excellence at the core of our institutional mission.
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 E-Verify purposes is 854197. For more information about E-Verify, please see the following:
•    E-Verify Poster (English) [PDF]
•    E-Verify Poster (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.

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.

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.