Administrative Program Coordinator for Experiential Learning, College of Natural Sciences

University of Texas at Austin • Austin, TX

33d • $54,000

About The Position

Serve as the primary administrative resource for the Office of Experiential Learning (ExL), which delivers high-impact programs including the Freshman Research Initiative, undergraduate research, internships, international education, and project-based learning. Responsible for end-to-end administrative operations-purchasing, budget tracking, grant administration, contracts, hiring, and student payments-across a growing portfolio. Manage travel and event logistics for faculty, students, and programs, and partners with ExL leadership to streamline workflows and ensure adherence to university and sponsor policies. To advance our core mission of fostering wellness, belonging, and success for all students.

Requirements

• Bachelor's degree in a related field, and at least three years of experience in administrative, program, or project coordination roles.
• Demonstrated experience managing complex administrative operations, including workflow coordination, policy interpretation, compliance oversight, and continuous process improvement.
• Strong knowledge of budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility.
• Excellent organizational, communication, and problem-solving skills, with the capacity to work independently, balance multiple priorities, and exercise sound judgment.
• Proficiency with Office 365 and ability to learn and master applications used at UT-Austin.

Nice To Haves

• Professional experience in higher education, STEM education, or experiential learning environments.
• Familiarity with administrative and financial systems used at UT-Austin and the ability to leverage these tools for operational efficiency.
• Proven success developing standard operating procedures, creating training materials, and leading process improvement initiatives.
• Supervisory experience, including mentoring and managing student workers.

Responsibilities

• Administrative Operations & Workflow: Manage all administrative processes for ExL, including staff hiring, onboarding/offboarding, and student employment (200-300 hires per semester). Support faculty hiring. Serve as the primary point of contact for office logistics (e.g. facilities, IT, supplies, keys, shipping/receiving). Adhere to and maintain established SOPs and develop internal workflows where needed to ensure consistent and efficient internal workflows. Provide training and guidance to ExL users on administrative processes and policies.
• Budget, Purchasing, Financial & Grant Administration: Process and manage purchasing, ProCard transactions, and payment processing (e.g. Purchase Orders, payment vouchers, wire transfers, reimbursements) for ExL, FRI Program, and related activities. Track and reconcile expenditures across 30+ accounts; prepare regular budget updates and reports for faculty and leadership. Coordinate with CNS Undergraduate Education Business Office for timely processing of financial transactions, reimbursements, and account transfers. Support ExL grant administration, including expense tracking and compliance with sponsor and university requirements.
• Student Financials Support: Process student fee bills and payments, including for specialized programs such as CNS Abroad and the High School Summer Research Academy. Communicate with students regarding payment deadlines and financial requirements. Support scholarship and award administration for over 200 recipients each year, ensuring accuracy and compliance with university policies.
• Event, Logistics & Travel Coordination: Organize and support events and meetings, including planning, space reservations, catering, advertising, and contract processing. Coordinate faculty and student travel for programs, field trips, and international initiatives, including RTAs, PIFs, vendor payments, and reimbursements. Maintain records for current and past events and travel activities.
• Policy Support & Implementation: Serve as a resource for UT and grant policy compliance related to ExL operations. Assist with contract processing and ensure agreements meet university and sponsor requirements.
• Experiential Learning Team Engagement: Engage deeply as a staff member of the innovative CNS Office of Experiential Learning (ExL) team, participating in team meetings, events, special projects, communications, and day-to-day operations of the ExL office. Supervise student workers as needed; provide mentorship and training. Other duties as assigned, including supporting special projects and staffing events within CNS.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees