Senior Academic Program Coordinator, Texas McCombs

The University of Texas at Austin • Austin, UT

1d • Hybrid

About The Position

Reporting to the Department of Management’s Brumley Institute for Graduate Entrepreneurship, the Senior Academic Program Coordinator provides high-level programmatic and operational support for the Institute’s academic and co-curricular programs and events. The role coordinates student recruitment and class administration, manages events and workshops, supports student entrepreneurship and alumni engagement, and assists with special projects and new program initiatives. The position is based at UT Austin’s main campus in Austin, Texas, is eligible for hybrid work, and is scheduled for 40 hours per week. Some evening and weekend work is required during peak periods and special events.

Requirements

• Demonstrated success in a customer service environment and ability to build effective, productive working relationships with varied stakeholders.
• Effective communication skills and ability to work independently and collaboratively in a team-oriented environment.
• Previous success managing multiple projects, assessing work priorities, and meeting deadlines regularly.
• Demonstrated proficiency in organizing and recording data.
• Proficiency with MS Word, Excel, and Outlook, and comfort learning new technologies.
• Bachelor’s degree and five years of experience coordinating or administering a program, or three years of experience with a Master’s degree; relevant education and experience may be substituted as appropriate.
• Legally authorized to work for any employer in the United States; the position is not eligible for work visa sponsorship.
• Ability to lift approximately 30 pounds for event setup and teardown.

Nice To Haves

• Bachelor’s degree in business or a similar field.
• More than the required relevant experience.
• Prior experience coordinating academic classes, event planning, and short courses, seminars, workshops, or similar programs.
• Experience using Panopto and editing and uploading videos.
• Experience with University of Texas policies, procedures, and administrative systems.

Responsibilities

• Coordinate recruitment for Brumley Institute academic classes, including applications, information sessions, candidate review and interviews, selections, applicant communications, offer letters, and related calendars.
• Coordinate class registration with Graduate Coordinators within each CSU.
• Maintain digital course records, including uploading student resumes and cover letters, editing and uploading videos, and downloading Panopto videos for storage.
• Implement mid-semester student surveys and coordinate with relevant departments to align courses across programs.
• Collect end-of-semester CIS scores for each class to support Director and Assistant Director reviews of course and instructor success rates.
• Manage delivery of Brumley Institute events, courses, and workshops, including reviewing third-party event requests for compliance and recommending approval to the Assistant Director.
• Reserve McCombs or campus event spaces and provide timely event marketing and communications requirements to the Communications Specialist.
• Communicate approved events and estimated budgets to the Senior Program Administration Coordinator within three days of final approval.
• Research, select, initiate, and negotiate vendor contracts in collaboration with the Senior Program Administration Coordinator.
• Set up and break down event sites, coordinate catering and cleaning, reserve and check out audiovisual equipment, and facilitate pre-event testing.
• Assist speakers and event participants with needs such as parking, travel, and lodging when required.
• Track and report event participation with the Communications Specialist and send final participation data to the Senior Administrative Program Coordinator within one week of an event.
• Process post-event purchases by communicating with and sending invoices to the Senior Administrative Program Coordinator for prompt payment.
• Serve as the onsite support contact for Brumley Institute and third-party events, resolving issues quickly and creatively.
• Provide student office hours and guidance about Institute classes and entrepreneurship opportunities within UT Austin and the Austin entrepreneurial community; schedule office hours through Microsoft Bookings or Calendly and submit them monthly to the Assistant Director for impact reporting.
• Maintain alumni relations and track alumni outcomes through communications, events, and programming.
• Recruit and match alumni, founders, and investors as speakers, judges, mentors, workshop leaders, and other program contributors; extend invitations to alumni-student networking opportunities.
• Implement and manage the [email protected] email address and its ticket reporting system for course syllabi and student concierge services.
• Support new program pilots and academic operations transitions as requested by the Executive Director or Assistant Director, and perform other duties as assigned.

Benefits

• Teacher Retirement System of Texas (TRS) retirement plan eligibility, subject to the position meeting the stated hours-per-week and length-of-service conditions.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior