Administrative Program Coordinator of Student Organizations

The University of Texas at Austin•Austin, UT

4d•Hybrid

About The Position

The Administrative Program Coordinator supports the Student Organizations team within Texas Student Life at the University of Texas at Austin. The role administers and coordinates student organization room reservations, operational processes, and student organization advising, serving as a resource for student organizations, campus partners, and university stakeholders. It helps ensure efficient reservation processes and provides guidance on institutional policies and student organization event planning in a student-centered environment. The position manages reservation requests and reservation systems, maintains procedures and records, supports team administration and compliance tracking, advises registered student organizations on program planning and event logistics, and participates in special assignments and committees. The position is primarily campus-based in a busy, high-traffic environment with frequent interruptions. Following a six-month probationary period, a limited hybrid arrangement may be available subject to departmental needs, supervisor approval, and university policy. Occasional evening or weekend work may require schedule flexibility or compensatory time.

Requirements

Bachelor's degree and three years of relevant experience; an equivalent combination of relevant education and experience may be substituted as appropriate.
Experience providing administrative, programmatic, or operational support in a higher education or organizational setting.
Ability to organize multiple priorities, manage detailed processes, and meet deadlines.
Strong written and verbal communication skills.
Experience using software systems, databases, spreadsheets, or other administrative technology.
Ability to collaborate with students, faculty, administration, or external stakeholders.
Ability to interpret and communicate policies, procedures, and guidelines effectively.
Demonstrated commitment to responsive, student-centered service.
Ability to maintain punctual and regular attendance.
Ability to accommodate occasional evening or weekend work through schedule flexibility or compensatory time.
Repetitive keyboard use at a workstation and working with standard office equipment.

Nice To Haves

Experience working with student organizations, student activities, student affairs, or campus event management.
Experience managing room reservations, scheduling systems, or event-related software.
Knowledge of university policies and procedures related to student organizations, facilities, events, and risk management.
Experience advising students or consulting with campus organizations.
Experience developing standard operating procedures, process documentation, and administrative resources.
Experience collaborating with campus partners and cross-functional teams.

Responsibilities

Manage, review, process, and coordinate student organization room reservation requests in accordance with university policies, procedures, and space-use guidelines.
Administer and maintain room reservation software and related technology platforms.
Serve as a primary contact for student organizations and campus partners regarding reservations, space availability, scheduling requirements, and procedures.
Develop and maintain reservation procedures, standard operating procedures, training materials, website text, and other service resources.
Monitor reservation workflows, identify inefficiencies, and recommend improvements.
Maintain records, trackers, and reports concerning room reservations, space utilization, and administrative processes.
Support implementation, testing, and optimization of reservation software updates and enhancements.
Assist with assessment and reporting on reservation activity, service delivery, and organizational space needs.
Maintain records, prepare correspondence, organize team documentation, track deadlines, update internal resources, and support Student Organizations team operations.
Develop and maintain team procedures, forms, communication materials, and administrative tools.
Respond to stakeholder inquiries and refer complex questions to appropriate staff.
Coordinate logistics for team programs, meetings, and operational activities.
Maintain annual compliance tracking for Clery and state and federal reporting.
Advise registered student organizations on program planning, event logistics, Institutional Rules, and applicable university policies and procedures.
Consult on indoor and outdoor event planning, including space use, amplified sound, guest speakers, risk management, and operational requirements.
Interpret and communicate university policies and procedures clearly, consistently, and developmentally.
Assist with special assignments and committees for Student Organizations, Student Life, Texas Student Experience, or campus partners.
Perform other related functions as assigned.