Senior Student Program Coordinator, Department of Design

Job Posting Title:

Senior Student Program Coordinator, Department of Design

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Hiring Department:

Department of Design

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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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

The Department of Design is seeking a highly organized and collaborative Senior Academic Program Coordinator to support its undergraduate and graduate academic programs. This position plays a key role in curriculum administration, graduate program operations, student support, and coordination with faculty and university partners.

 

Benefits package:

·       100% employer-paid basic medical coverage

·       Retirement contributions

·       Paid vacation and sick time 

·       Paid holidays 

·       Other services and perks.

This job description may not contain all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply.

Purpose

This position provides comprehensive administrative coordination for undergraduate and graduate academic programs, with a strong emphasis on curriculum management, program operations, and student support. Working closely with the Department Chair, Associate Chair, Program Heads, and faculty committees, the role ensures the smooth execution of departmental processes, including curriculum development, catalog maintenance, committee coordination, and assessment activities that support accreditation and institutional reporting. The position serves as a central liaison between faculty and campus partners to ensure academic materials, approvals, and records are accurate, compliant, and submitted on schedule.

In addition, the role oversees graduate program operations, including admissions, recruitment, enrollment tracking, and student progression. It serves as the primary administrative point of contact for prospective and current graduate students, providing guidance on policies, procedures, and academic milestones. The position also manages departmental scholarships, fellowships, and graduate funding, maintains financial and data records, and prepares reports and dashboards to support data-informed decision-making.

 

Through a combination of operational expertise, communication, and compliance oversight, this role plays a critical part in supporting student success and the effective administration of academic programs.

Responsibilities

Student Program Coordination

• Administrative Program Support: Partner with the Department Chair and the Associate Chair to execute departmental processes and initiatives for undergraduate and graduate programs. Provide day-to-day administrative support to Program Heads to ensure effective program operations. Coordinate the administrative work of Curriculum Committees and the Graduate Studies Committee (GSC), including scheduling, agenda preparation, documentation, and tracking of approved actions.

• Curriculum Coordination and Assessment: 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. Work collaboratively with the Department Chair’s proxy to organize assessments and maintain official records of curriculum actions that support assessment, accreditation, and reporting.

 

Graduate Program Coordination

• Admissions and Enrollment Operations: Administer graduate admissions processes for department of Design programs, including application workflow coordination and admissions committee support. Plan and manage recruitment related communications, including departmental events for prospective students. Manage applicant records and admissions communications throughout the recruitment and decision cycle. Monitor enrollment status and student academic milestones to support program student progression and on-time graduation. Manage the use, distribution, and allocation of scholarships and graduate funds.

• Student Support and Program Communication: 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 related to enrollment, degree progress, and applicable university policies.

• Scholarship and Funding Administration: Administer departmental scholarships, fellowships, and professional development funds in accordance with university policies. Coordinate application, award notification, allocation and fund tracking processes. Maintain accurate financial records and collaborate with the Business Affairs team to support compliance, reconciliation, and reporting requirements.

• Data and Compliance: 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

Required Qualifications

• Bachelor's degree.
• Minimum of five years of experience in academic administration, marketing, or event coordination.
• Experience with Microsoft Office Suite (especially Outlook and Excel), 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.

Preferred Qualifications

• Master's degree in 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 work experience with UT systems, particularly but not limited to: UT Mainframe applications (such as NRRECS, NRTTVR and GSADM), FaSET, Course Instructor Surveys (CIS), Course Inventory Management, final exam reporting, grade reporting, course flags, registration system, and DocuSign.

Salary Range

$59,500 fixed-rate

Working Conditions

• Work is performed in a standard office environment and remote as necessary.
• Repetitive use of keyboard at workstation.
• Work outside normal business hours, including evenings and weekends, is required on a periodic basis.

Work Shift

Standard M-F, 8am – 5pm

Required Materials

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

• 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.