Temporary Administrative Program Coordinator (UTemps)

The University of Texas at Austin•Austin, UT

21h•Onsite

About The Position

Reporting to the Manager of EEV Operations, the Administrative Program Coordinator owns end-to-end operational execution for course and instructor logistics across the Center for Professional Education (CPE), Human Dimensions Organizations (HDO), and Custom Training portfolios. This role goes beyond day-to-day coordination: the Administrative Program Coordinator is responsible for owning and continuously improving their operational processes, identifying opportunities for automation and efficiency, and operating with a high degree of independent judgment in a fast-paced, multi-portfolio environment.

Requirements

Bachelor's degree and at least 2 to 3 years of experience in program operations, administrative coordination, or a related field.
Demonstrated experience managing multiple concurrent projects or workstreams with competing deadlines.
Demonstrated experience identifying and implementing process improvements, including documentation and change management.
Strong proficiency with project management software (e.g., Asana) and ability to build/maintain automation and workflows.
Experience using Salesforce or a comparable CRM platform.
Excellent written and verbal communication skills, including experience communicating directly with external partners (e.g., instructors, vendors).
High degree of initiative and ability to operate with autonomy and sound judgment in a fast-paced environment.
Strong attention to detail, including copy and editing and data verification across systems.
Willingness to provide occasional onsite/in-person support as needed.

Nice To Haves

Experience with Canvas Catalog or a comparable LMS/catalog platform, including basic HTML for formatting content such as certificates.
Experience in higher education, continuing education, or professional training environments.
Experience with Canvas or other Learning Management Systems.
Demonstrated experience building Asana automations, custom fields, or multi-project workflows.
Experience managing an inbox or shared queue across competing priorities.
Track record of taking a manual process and making it self-sustaining or automated.

Responsibilities

Owns and continuously improves the operational processes within their scope, identifying automation and efficiency opportunities along the way.
Own the day-to-day operational processes within this role's scope; continuously identify and implement ways to improve efficiency, consistency, and quality across course launch, instructor communication, and materials workflows.
Build and maintain Asana (or equivalent) automations, templates, and tracking systems to reduce manual, repetitive work in your processes.
Research and evaluate new tools and methods relevant to your process area and recommend adoption.
Troubleshoot process and system issues in collaboration with other staff members; proactively recommend fixes rather than waiting for directions.
Take initiative in identifying gaps in current workflows and proposing solutions to the Manager of EEV Operations.
Supports the Manager of EEV Operations in keeping process documentation and standard procedures accurate and up to date.
Assists the Manager of EEV Operations in documenting operational processes and standard procedures.
Manages the intake and launch process for new programs and courses from initial scheduling request through publishing.
Manage program portfolio launches by establishing, communicating, and refining intake processes.
Schedule virtual and in-person rooms and facilities, as necessary for course delivery.
Create and maintain program, course, and section records in Salesforce and Asana, verifying accuracy of all details before publishing.
Collaborate with colleagues across Product & Services, Marketing, and IT to coordinate cross-functional readiness and ensure a smooth, successful launch of every course.
Keep instructors equipped with the information, materials, and logistics support they need to deliver courses effectively.
Maintain and execute a proactive outreach schedule for instructors, ensuring they receive timely information and materials to support effective delivery of courses.
Provide instructors with rosters, logistics information, instructional templates, and required materials.
Document and communicate requirements for digital and physical course materials, ensuring adherence to branding standards and ADA compliance.
Handles the hands-on logistics of course delivery, from materials and attendance to inbox management and data accuracy across platforms.
Order, prepare, and distribute digital and physical course materials.
Document attendance and issue certificates of completion.
Provide onsite support for instructors as needed.
Manage the EEV Operations inbox, prioritizing and resolving issues based on business needs.
Maintain and update courses and instructor information across multiple platforms; follow process guidelines and schedules while accommodating changes and shifting priorities.
Copy and edit text and verify data accuracy across all platforms.
Manages backend administration of Canvas Catalog to support course listings, enrollments, and completion documentation.
Upload and manage student records in Canvas Catalog.
Create and update course and program listings in Canvas Catalog.
Create and edit completion certificates in Canvas Catalog, applying basic HTML to format and customize certificate templates.
Troubleshoot and resolve Canvas Catalog backend issues as needed.
Provides flexible support to the Product & Services team on projects and tasks outside the core responsibilities above.
Assist as needed with special projects across the Product & Services team.
Other related functions as assigned.