Program Coordinator or Program Specialist

Job Posting Title:

Program Coordinator or Program Specialist

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Hiring Department:

Utilities and Energy Management

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

To Be Determined at Offer

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Earliest Start Date:

Ongoing

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

Who We Are

We are “the power behind UT”.

Utilities and Energy Management (UEM) provides reliable and cost-effective electricity, chilled water, steam, deionized water, compressed air, emergency power, and elevator services for The University of Texas at Austin. We have more than 170 employees in five divisions: Utilities Operations; Utilities Distribution; Power Systems, Controls, and Operating Technology; Finance and Administrative Services; and Engineering and Technical Services.

Who We Are Looking For

We are seeking candidates who share the following core values:

 

Safety: Commitment to the well-being of our fellow employees, ourselves, and the campus community.

Respect: Treating everyone with fairness and dignity.

Integrity: Transparency, honesty, trust and ethics in our work and our relationships.

Reliability: Delivery of consistent, dependable, and uninterrupted services.

Teamwork: Working together through cooperation, contribution, and the sharing of our knowledge.

Excellence: Setting the highest standards through innovation, collaboration, forward-thinking, and stewardship.

As a member of our team, you will be part of a globally recognized district energy system that serves a top-tier research university. We strive to provide a positive workplace culture that welcomes ideas, talent and perspectives – and we look forward to hearing from you!

Learn more about Utilities and Energy Management.

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of Campus Operations staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has earning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities.

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin’s libraries and museums with staff ID card

• Free rides on all UT shuttle and Austin CapMetro buses with staff ID card

• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.

Purpose

Program Coordinator or Program Specialist provides operational, administrative, and coordination support across three key organizational programs—UT Works, Safety, and Career Development.

Program Coordinator provides coordinated administrative and operational support with a focus on assisting program logistics, documentation, training coordination, and communication while developing working knowledge of UEM programs, systems, and processes. The position works under general direction and supports program staff and stakeholders to ensure programs run
smoothly and consistently.

Program Specialist supports planning, execution, and continuous improvement with a focus on coordinating program activities, supporting system and process implementation, engaging with stakeholders across the organization, and ensuring accurate documentation, training coordination, and communication. The position operates with a higher level of independence, applies programmatic and technical judgment, and contributes to development and refinement of program standards, workflows, and resources.

Responsibilities

• Program Planning & Execution: Coordinate and support planning, scheduling, and logistics for UT Works, Safety, and Career Development program activities. Manage day‑to‑day program activities, schedules, documentation, and deliverables to ensure programs are implemented effectively and consistently across the organization. Provide team with project management support for implementing programs and projects, e.g., schedule and coordinate project meetings, create agendas, attend meetings, take notes, and compile and share meeting recaps/minutes. Also conduct research work and compile information as necessary.

• Stakeholder Engagement and Communication: Serve as a program liaison with UEM divisions, supervisors, training partners, and program participants. Communicate program requirements, timelines, and updates; respond to inquiries; and ensure stakeholders have accurate, timely information to support successful participation and adoption. Maintain and update program communications (email, web pages, user guides, etc.)

• Training Support: Coordinate and support training activities across UT Works, Safety, and Career Development programs. Manage logistics for in‑person and virtual sessions, track participation and completion, support instructors and facilitators, and assist with development and maintenance of training materials and guidance resources. Support development of training materials, presentations, and resources.

• UT Works Support: Support UT Works with development and maintenance of UEM‑specific standards, workflows, and reference materials related to UT Works O&M and CPPM processes. Coordinate UT Works–related equipment and resources, including mobile devices and asset tag printers. Track inventory, support basic maintenance and updates, and coordinate ordering or replacement to ensure resources are available and functional.

• Safety Program Support: Assist with coordination and documentation of safety programs and initiatives, including training support, data tracking, and communication efforts. Support continuous improvement of safety processes and help maintain compliance with UEM and University requirements.

• Career Development Program Support: Support design, coordination, and execution of career development initiatives by managing documentation, tracking activities and milestones, coordinating meetings and working sessions, and maintaining tools and resources that support employee growth and development pathways.

• Technical Program Support: Support additional technical programs and special initiatives aligned with UEM’s strategic priorities. Identify opportunities to improve program efficiency and effectiveness through better processes, documentation, and use of technology. Coordinate meetings, track actions, and support implementation efforts.

• Perform other related functions as assigned. Participate in staff meetings, training, and required safety activities. Adhere to University and UEM policies and procedures.

Required Qualifications – Program Coordinator

• Bachelor's degree in a relevant field (e.g., Business Administration, Public Administration, Education, Communications, Information Systems, or Management), or equivalent education and experience.

• One (1) year of experience providing administrative, coordination, or operational support for programs, projects, or business functions.

• Strong organizational skills with the ability to manage multiple tasks, prioritize work, and meet deadlines in a fast‑paced environment.

• Effective written and verbal communication skills, with the ability to work collaboratively in a team environment with various stakeholders.

• Proficiency with standard office productivity tools (e.g., Microsoft Word, Excel, Outlook, Teams) or similar software.

• Ability to follow established processes, maintain accurate documentation, and support program activities with attention to detail.

• Willingness to learn new systems, processes, and technical concepts related to UT Works, safety, and career development programs.

• Capability to initiate and follow through on work independently.

Preferred Qualifications – Program Coordinator

• Bachelor's or Master's degree in Business Administration, Public Administration, Education, Communications, Information Systems, Management, or a related field.

• One or more years of experience as a Project or Program Specialist, Project or Program Administrator, or Deputy Project Manager coordinating or administering a program.

• Experience supporting training, onboarding, meetings, or events.

• Experience working in a university, facilities, utilities, safety, or technical services environment.

• Familiarity with learning management systems, work management systems, or data tracking tools.

• Experience drafting communications, maintaining guides or reference materials, or supporting internal program communications.

• Interest in program coordination, project support, or career growth into a technical or program specialist role.

Required Qualifications – Program Specialist

• Bachelor's degree in a relevant field (e.g., Business Administration, Public Administration, Education, Communications, Information Systems, or Management), or equivalent education and experience. Three (3) years of experience coordinating or administering a program.

• Proficiency with standard office productivity tools (e.g., Microsoft Word, Excel, Outlook, Teams) or similar software.

• Demonstrated experience coordinating program activities, documentation, schedules, and deliverables with a moderate degree of independence.

• Strong analytical, organizational, and problem‑solving skills with the ability to improve processes and workflows.

• Proven ability to communicate effectively with stakeholders at multiple levels, including supervisors, technical staff, and leadership.

• Proficiency with office productivity tools and experience working with databases, tracking systems, or enterprise applications.

• Working knowledge of basic project management principles, including coordination of tasks, timelines, and deliverables.

• Ability to manage competing priorities and exercise sound judgment in support of program goals.

Preferred Qualifications – Program Specialist

• Bachelor's or Master's degree in Business Administration, Public Administration, Education, Communications, Information Systems, Management, or a related field.

• More than three years of experience as a Project or Program Specialist, Project or Program Administrator, or Deputy Project Manager coordinating or administering a program.

• Experience supporting or administering technical, operational, safety, or enterprise systems (e.g., IWMS/CMMS, work management systems).

• Experience coordinating training programs, learning initiatives, or workforce development activities.

• Experience developing or maintaining standards, procedures, workflows, or training materials.

• Change management or system implementation support experience.

• Professional certifications or coursework related to project management, process improvement, or technical systems (e.g., PMP, CAPM, CSM).

• Experience working in a utilities, facilities, engineering, or campus operations environment.

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Salary Range

$53,000 – Program Coordinator

$59,000 – Program Specialist

Working Conditions

Environmental Demands:

• Uniforms and/or personal protection equipment.

• May work in all weather conditions.

• May work in extreme temperatures.

• May work around chemical fumes.

• May work around standard office conditions.

• May work around biohazards.

• May work around chemicals.

• May work around electrical and mechanical hazards.

Physical Tasks:

• Use of a keyboard and personal computer
• Fine manual dexterity
• May be required to perform elevated work.
• Occasional work from ladders and/or scaffolds.
• May be required to lift up to 50lbs.
• Often required to twist, grasp, push, pull and bend.

Additional Working Conditions:

• May be required to work in confined spaces, manholes, tunnels, elevated work, extended shifts including nights, weekends, and holidays.
• May be exposed to loud noise, high dust and allergen levels.
• Drive University vehicles.
• Maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4.

Work Shift

40 hrs: Monday to Friday, with the specific schedule to be discussed with the supervisor.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

This role does not provide sponsorship.

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. May be required to work in confined and elevated spaces. Shifts may be extended- including nights, holidays, and weekends.

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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:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• 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.