Senior Student Program Coordinator, Department of Design

University of Texas at Austin•UT MAIN CAMPUS, UT

4d•Hybrid

About The Position

The Department of Design seeks a highly organized, collaborative Senior Academic Program Coordinator to support undergraduate and graduate academic programs. The position provides comprehensive administrative coordination, focusing on curriculum management, program operations, and student support. Working with the Department Chair, Associate Chair, Program Heads, faculty committees, and campus partners, the coordinator helps ensure accurate, compliant, and timely academic materials, approvals, records, and reporting that support assessment and accreditation. The position oversees graduate program operations, including admissions, recruitment, enrollment tracking, and student progression, and serves as the primary administrative contact for prospective and current graduate students. It also administers departmental scholarships, fellowships, and graduate funding; maintains financial and data records; and prepares reports and dashboards for data-informed decision-making. Work is performed in a standard office environment, with remote work as necessary. Periodic work outside normal business hours, including evenings and weekends, is required. The standard schedule is Monday through Friday, 8 a.m. to 5 p.m.

Requirements

Bachelor’s degree.
At least five years of experience in academic administration, marketing, or event coordination.
Experience with Microsoft Office Suite, especially Outlook and Excel, and Adobe Creative Cloud.
Strong organizational, communication, and project management skills.
Demonstrated ability to manage complex, detail-oriented tasks with high levels of accuracy.
Relevant education, academic, or work experience may be substituted as appropriate.

Nice To Haves

Master’s degree in an arts-related or relevant field.
Experience working with graduate students in an administrative or advising capacity at a university or academic institution.
Experience with international student matters.
Direct experience with UT systems, including UT Mainframe applications such as NRRECS, NRTTVR, and GSADM; FaSET; Course Instructor Surveys (CIS); Course Inventory Management; final exam reporting; grade reporting; course flags; the registration system; and DocuSign.

Responsibilities

Partner with the Department Chair and Associate Chair to carry out departmental processes and initiatives for undergraduate and graduate programs.
Provide day-to-day administrative support to Program Heads.
Coordinate the administrative work of the Curriculum Committees and Graduate Studies Committee, including scheduling, agenda preparation, documentation, and tracking approved actions.
Manage curriculum administration, including course inventory maintenance, catalog updates, and required submissions.
Serve as the primary liaison between faculty and campus offices to ensure curriculum materials are complete, accurate, and submitted on schedule.
Collaborate with the Department Chair’s proxy to organize assessments and maintain official records of curriculum actions supporting assessment, accreditation, and reporting.
Administer graduate admissions processes, coordinate application workflows, and support admissions committees.
Plan and manage recruitment communications, including departmental events for prospective students.
Manage applicant records and admissions communications throughout recruitment and decision cycles.
Monitor enrollment status and academic milestones to support student progression and on-time graduation.
Manage the use, distribution, and allocation of scholarships and graduate funds.
Serve as the primary administrative contact for current and prospective graduate students regarding program requirements, policies, and academic procedures.
Coordinate routine program communications, including admissions updates, milestone reminders, and academic notifications.
Provide procedural guidance on enrollment, degree progress, and applicable university policies.
Administer departmental scholarships, fellowships, and professional development funds in accordance with university policies.
Coordinate funding applications, award notifications, allocations, and fund tracking.
Maintain accurate financial records and collaborate with Business Affairs on compliance, reconciliation, and reporting.
Analyze admissions, enrollment, curriculum, and program activity data to support planning and decision-making.
Prepare summary reports and dashboards for department leadership.
Ensure departmental processes align with Graduate School, university, and Department of Design academic and administrative policies.