Senior Academic Program Coordinator, Texas McCombs

University of Texas at Austin•UT MAIN CAMPUS, UT

2d•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 position coordinates academic class recruitment and administration, manages events and workshops, supports student entrepreneurship and alumni engagement, and assists with special projects and program initiatives. This is an Austin, Texas-based position eligible for hybrid work. The role is based at the UT Main Campus and works in standard office conditions, with repetitive keyboard use at a workstation. Some evening and weekend work is required during peak periods and special events, and event setup and teardown may require lifting approximately 30 pounds.

Requirements

Demonstrated success in a customer service environment and ability to develop effective, productive working relationships with varied stakeholders.
Effective communication skills and ability to work independently and collaboratively in a team-oriented environment.
Experience managing multiple projects, assessing work priorities, and regularly meeting deadlines.
Demonstrated proficiency in organizing and recording data.
Proficiency with software, especially Microsoft Word, Excel, and Outlook, and comfort learning new technologies.
Bachelor’s degree and five years of experience coordinating or administering a program, or a master’s degree and three years of experience; relevant education and experience may be substituted as appropriate.
Applicants must be legally authorized to work for any employer in the United States; this position is not eligible for work visa sponsorship.

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 reviews and interviews, selections, applicant communications, offer letters, and related calendars.
Coordinate class registration with Graduate Coordinators in 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 follow up with relevant departments to coordinate courses across programs.
Collect end-of-semester CIS scores for each class to support the Director and Assistant Director’s review of course and instructor outcomes.
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 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.
Coordinate event setup and breakdown, catering, cleaning services, A/V equipment reservations and checkout, and pre-event equipment testing.
Assist event speakers and participants with parking and, when needed, travel and lodging.
Track and report event participation with the Communications Specialist and provide final participation data to the Senior Administrative Program Coordinator within one week of an event.
Handle post-event processing, including communicating with the Senior Administrative Program Coordinator and submitting invoices for timely payment.
Serve as onsite support and point of contact for Brumley Institute and third-party events, and resolve issues promptly and creatively.
Serve as a liaison for student entrepreneurship by holding office hours for students interested in Institute classes or entrepreneurship at UT Austin and in the Austin entrepreneurial community.
Schedule office hours through Microsoft Bookings or Calendly and submit monthly records 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 with opportunities as speakers, judges, mentors, and workshop leads.
Extend invitations for 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 or transitions in academic operations as requested by the Executive Director or Assistant Director.
Perform other duties as assigned.