Program Coordinator or Program Specialist

University of Texas at Austin•Austin, TX

1d•$53,000 - $59,000•Onsite

About The Position

The Program Coordinator or Program Specialist provides operational, administrative, and coordination support across three key organizational programs: UT Works, Safety, and Career Development. The Program Coordinator offers coordinated administrative and operational support with a focus on assisting program logistics, documentation, training coordination, and communication, while developing working knowledge of UEM programs, systems, and processes. This role works under general direction and supports program staff and stakeholders to ensure programs run smoothly and consistently. The Program Specialist supports planning, execution, and continuous improvement with a focus on coordinating program activities, supporting system and process implementation, engaging with stakeholders across the organization, and ensuring accurate documentation, training coordination, and communication. This position operates with a higher level of independence, applies programmatic and technical judgment, and contributes to the development and refinement of program standards, workflows, and resources. The Utilities and Energy Management (UEM) department provides reliable and cost-effective electricity, chilled water, steam, deionized water, compressed air, emergency power, and elevator services for The University of Texas at Austin. UEM has more than 170 employees in five divisions: Utilities Operations; Utilities Distribution; Power Systems, Controls, and Operating Technology; Finance and Administrative Services; and Engineering and Technical Services. The department seeks candidates who value safety, respect, integrity, reliability, teamwork, and excellence.

Requirements

Bachelor's degree in a relevant field (e.g., Business Administration, Public Administration, Education, Communications, Information Systems, or Management), or equivalent education and experience.
For Program Coordinator: One (1) year of experience providing administrative, coordination, or operational support for programs, projects, or business functions.
For Program Specialist: Three (3) years of experience coordinating or administering a program.
Strong organizational skills with the ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
Effective written and verbal communication skills, with the ability to work collaboratively in a team environment with various stakeholders.
Proficiency with standard office productivity tools (e.g., Microsoft Word, Excel, Outlook, Teams) or similar software.
Ability to follow established processes, maintain accurate documentation, and support program activities with attention to detail.
Willingness to learn new systems, processes, and technical concepts related to UT Works, safety, and career development programs.
Capability to initiate and follow through on work independently.
Proficiency with office productivity tools and experience working with databases, tracking systems, or enterprise applications.
Working knowledge of basic project management principles, including coordination of tasks, timelines, and deliverables.
Ability to manage competing priorities and exercise sound judgment in support of program goals.
Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.
Class "C" operator's driver's license.
Provide a current three-year driving record from the current state of residence.
Obtain a Texas driver's license within 30 days of becoming a Texas resident (if not currently a Texas resident).

Nice To Haves

Bachelor's or Master's degree in Business Administration, Public Administration, Education, Communications, Information Systems, Management, or a related field.
For Program Coordinator: One or more years of experience as a Project or Program Specialist, Project or Program Administrator, or Deputy Project Manager coordinating or administering a program.
For Program Coordinator: Experience supporting training, onboarding, meetings, or events.
For Program Coordinator: Experience working in a university, facilities, utilities, safety, or technical services environment.
For Program Coordinator: Familiarity with learning management systems, work management systems, or data tracking tools.
For Program Coordinator: Experience drafting communications, maintaining guides or reference materials, or supporting internal program communications.
For Program Coordinator: Interest in program coordination, project support, or career growth into a technical or program specialist role.
For Program Specialist: More than three years of experience as a Project or Program Specialist, Project or Program Administrator, or Deputy Project Manager coordinating or administering a program.
For Program Specialist: Experience supporting or administering technical, operational, safety, or enterprise systems (e.g., IWMS/CMMS, work management systems).
For Program Specialist: Experience coordinating training programs, learning initiatives, or workforce development activities.
For Program Specialist: Experience developing or maintaining standards, procedures, workflows, or training materials.
For Program Specialist: Change management or system implementation support experience.
For Program Specialist: Professional certifications or coursework related to project management, process improvement, or technical systems (e.g., PMP, CAPM, CSM).
For Program Specialist: Experience working in a utilities, facilities, engineering, or campus operations environment.

Responsibilities

Coordinate and support planning, scheduling, and logistics for UT Works, Safety, and Career Development program activities.
Manage day-to-day program activities, schedules, documentation, and deliverables to ensure programs are implemented effectively and consistently across the organization.
Provide team with project management support for implementing programs and projects, e.g., schedule and coordinate project meetings, create agendas, attend meetings, take notes, and compile and share meeting recaps/minutes.
Conduct research work and compile information as necessary.
Serve as a program liaison with UEM divisions, supervisors, training partners, and program participants.
Communicate program requirements, timelines, and updates; respond to inquiries; and ensure stakeholders have accurate, timely information to support successful participation and adoption.
Maintain and update program communications (email, web pages, user guides, etc.).
Coordinate and support training activities across UT Works, Safety, and Career Development programs.
Manage logistics for in-person and virtual sessions, track participation and completion, support instructors and facilitators, and assist with development and maintenance of training materials and guidance resources.
Support development of training materials, presentations, and resources.
Support UT Works with development and maintenance of UEM-specific standards, workflows, and reference materials related to UT Works O&M and CPPM processes.
Coordinate UT Works-related equipment and resources, including mobile devices and asset tag printers.
Track inventory, support basic maintenance and updates, and coordinate ordering or replacement to ensure resources are available and functional.
Assist with coordination and documentation of safety programs and initiatives, including training support, data tracking, and communication efforts.
Support continuous improvement of safety processes and help maintain compliance with UEM and University requirements.
Support design, coordination, and execution of career development initiatives by managing documentation, tracking activities and milestones, coordinating meetings and working sessions, and maintaining tools and resources that support employee growth and development pathways.
Support additional technical programs and special initiatives aligned with UEM’s strategic priorities.
Identify opportunities to improve program efficiency and effectiveness through better processes, documentation, and use of technology.
Coordinate meetings, track actions, and support implementation efforts.
Perform other related functions as assigned.
Participate in staff meetings, training, and required safety activities.
Adhere to University and UEM policies and procedures.

Benefits

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
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
Robust free training access through LinkedIn Learning plus professional conference opportunities.
Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin’s libraries and museums with staff ID card
Free rides on all UT shuttle and Austin CapMetro buses with staff ID card