Senior Academic Coordinator

The University of Texas at Austin•Austin, UT

11d•Onsite

About The Position

The Senior Academic Coordinator provides advanced academic administrative and operational coordination for Curriculum & Academic Administration (CAA). The role supports recurring undergraduate curriculum, academic program, compliance, committee, documentation, and institutional workflow activities, including implementation of The University of Texas at Austin's new Core Curriculum. It also coordinates established CAA processes for undergraduate academic program development and modification, catalog and addendum activity, low-producing program review, professional licensure, HB 2504 and public course information, faculty review, and institutional reporting. The position maintains master calendars and tracking systems, coordinates documentation and routine communications, supports faculty and committee review processes, and monitors outstanding actions and deadlines to help established processes proceed consistently through required approval stages. It provides operational infrastructure and cross-functional implementation support, while substantive academic review, policy and regulatory interpretation, academic approval, Core Curriculum administration, and institutional decision-making remain with the Director, Core Curriculum Manager, executive leadership, and other appropriate decision-makers. The position reports to the Director of Curriculum & Academic Administration and works with substantial independence within established parameters. It collaborates with CAA staff, faculty, colleges and schools, the Office of the Registrar, the Graduate School, UT System, the Texas Higher Education Coordinating Board, and other academic and administrative partners. This is a full-time, in-person position at the UT Austin campus, requiring regular on-campus presence during the unit's established business hours; it is not designated for a routine remote-work schedule. Applicants must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

Requirements

Bachelor's degree and relevant professional experience in higher education administration, academic affairs, curriculum administration, academic program operations, compliance, workflow coordination, or a related field; relevant education and experience may be substituted as appropriate.
Demonstrated experience coordinating complex, multistep processes involving multiple stakeholders, approval stages, competing deadlines, and required deliverables.
Ability to independently organize and manage multiple concurrent workflows and priorities with a high degree of accuracy.
Excellent written, verbal, and interpersonal communication skills.
Strong analytical, organizational, problem-solving, and critical-thinking skills.
Experience developing workflows, tracking systems, reports, standard operating procedures, process documentation, training resources, or similar operational materials.
Ability to interpret and implement detailed policies, procedures, regulations, and institutional requirements within established parameters.
Demonstrated sound judgment, initiative, discretion, and independent decision-making within assigned areas of responsibility.
Ability to recognize matters requiring substantive academic, policy, regulatory, or institutional interpretation and appropriately elevate them for decision.
Ability to work effectively and collaboratively with people across organizational levels and functional areas.
Proficiency with Microsoft Office applications and experience using shared tracking, document-management, curriculum-management, or workflow technologies.
Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

Nice To Haves

Master's degree.
Experience in higher education academic affairs, curriculum administration, academic program administration, institutional effectiveness, accreditation, compliance, or related functions.
Experience supporting university-wide or institutionally significant academic processes.
Knowledge of undergraduate curriculum, Core Curriculum, and academic program approval processes.
Experience with state higher education requirements, governing-board requirements, accreditation expectations, or institutional compliance processes.
Experience with CourseLeaf or similar curriculum-management systems, workflow platforms, dashboards, or reporting tools.
Experience developing standard operating procedures, process maps, implementation plans, training resources, webpages, or institutional guidance.
Experience coordinating faculty committees, governance processes, or cross-functional institutional initiatives.
Experience working in a large, decentralized research university environment.

Responsibilities

Coordinate and track established workflows for undergraduate academic programs, certificates, curriculum actions, and catalog implementation.
Coordinate timelines, documentation, routing, and follow-up for development, review, approval, implementation, modification, reorganization, and closure of undergraduate academic programs and other academic offerings.
Support integrated and accelerated undergraduate and graduate program workflows when undergraduate curriculum or degree requirements are involved.
Conduct initial administrative completeness reviews and maintain proposal status records, approval histories, deadline trackers, and implementation records.
Coordinate established approval workflows with colleges and schools, the Provost's Office, the Office of the Registrar, UT System, THECB, and other appropriate offices; support catalog, addendum, and curriculum-management system workflows.
Identify overdue items, incomplete documentation, workflow barriers, and issues requiring policy interpretation, and elevate them to the Director or appropriate functional lead.
Coordinate recurring academic compliance and reporting workflows, including schedules, documentation, tracking, and follow-up for HB 2504, public course information, professional licensure disclosures, low-producing program reviews, and related reporting.
Maintain compliance calendars, records, audit trails, and tracking; coordinate follow-up on outstanding documentation and support quality review of reports and submissions to University leadership, UT System, state agencies, and external entities.
Coordinate operational implementation of the new Core Curriculum and other academic initiatives after policy and academic requirements are established; maintain implementation plans, timelines, milestones, dependencies, deliverables, and centralized tracking.
Track submissions, approvals, outstanding actions, milestones, and deliverables across participating units; coordinate documentation and routine follow-up with stakeholders.
Prepare status reports, dashboards, briefing materials, calendars, and implementation resources; identify emerging issues and elevate matters requiring academic, policy, or leadership decisions.
Coordinate operational components of faculty, committee, and administrative review processes, including agendas, materials, schedules, communications, submission timelines, meetings, records, decisions, action items, and follow-up.
Support faculty and staff information sessions, training activities, and implementation meetings related to established CAA processes.
Develop and maintain standard operating procedures, process maps, checklists, templates, standard communications, guidance materials, webpages, and internal workflow documentation based on approved policies and processes.
Design and maintain master calendars, trackers, dashboards, shared documentation systems, and other workflow-management resources; conduct administrative quality-control reviews of documentation, records, submissions, and data.
Review workflow performance and recommend operational improvements; support implementation and optimization of curriculum-management, document-management, and workflow technologies.
Coordinate routine communications and established process requirements across academic and administrative units, maintain effective working relationships, monitor deadlines and follow-up, and report status to the Director and functional leads.
Represent CAA in operational meetings, implementation groups, and process teams as assigned, and perform other related duties assigned by the Director.