Job description
Job Posting Title:
Administrative Program Coordinator
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Hiring Department:
Extended Education Ventures
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt
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Earliest Start Date:
May 19, 2023
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
Extended Education Ventures (EEV) (
https://extendedcampus.utexas.edu/
) is a self-supporting unit within The University of Texas at Austin that enables the development, delivery, and promotion of continuing and professional education across the university.
This position is eligible for a hybrid Flexible Work Arrangement (FWA), subject to manager approval and may shift due to changes in business needs. Work can be done predominately remotely, with occasional days on campus. Frequency of on-campus work varies based on business needs.
At EEV we strive to create a talented, inclusive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Inclusivity, Excellence, Future-focused, and Integrity.
Must be eligible to work in the US on a full-time basis for any employer without sponsorship.
Purpose
Provide administrative and operational support for Extended Education Ventures in order to ensure an outstanding experience for students and instructors.
Responsibilities
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Maintain and execute a schedule for reaching out to instructors at appropriate times and providing them with the information or materials that they need to ensure the effective delivery of credit and non-credit courses. Provide instructors with rosters, logistics information, instructional templates, and materials. Document and communicate requirements for digital and physical materials.
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Support operational aspects of course delivery. Order, prepare, and distribute digital and physical course materials. Document attendance and provide certificates of completion. Provide onsite support for instructors as needed.
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Identify ways of improving operational processes and develop new processes when needed. Maintain documentation, research and implement new methods and tools, and troubleshoot issues in collaboration with other staff members.
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Manage the EEV Operations inbox and prioritize issues. Maintain and update course and instructor information in multiple platforms. Follow process guidelines and a schedule, while accommodating changes and prioritizing based on business needs. Copy edit text and verify accuracy of data across platforms.
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Manage program portfolio launches by establishing, communicating and refining intake processes; scheduling rooms; managing the upload; and proofing course details.
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Assist as needed with special projects.
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Other related functions as assigned.
Required Qualifications
Bachelor's degree and three years of experience coordinating or administering a program, or three years’ experience providing support to a program. Exceptional attention to detail. Passion for supporting others and commitment to the mission of higher education. Strong organizational skills, oral and written communication skills, and ability to prioritize. High level of proficiency with Microsoft Word, Microsoft Excel, and Microsoft Outlook. Comfort with technology and ability to learn to use new tools. Ability to lift up to 20 pounds.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
More than the required amount of experience or education. Experience working for the University of Texas or in higher education. Experience using Canvas, Drupal, Qualtrics, Asana, and/or Salesforce. Experience with multi-function, high-speed copiers.
Salary Range
$48,000 + depending on qualifications
Working Conditions
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Work performed in standard office conditions.
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Repetitive use of keyboard at a workstation.
Required Materials
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Resume/CV
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3 work references with their contact information; at least one reference should be from a supervisor
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Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an
equal opportunity/affirmative action employer
, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original
documents
to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
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E-Verify Poster (English)[PDF]
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E-Verify Poster (Spanish)[PDF]
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Right To Work Poster (English)[PDF]
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Right To Work Poster (Spanish)[PDF]
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in
HOP-3031
.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may
access the most recent report here
or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
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