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The University of Texas at Austin · 1 month ago

Administrative Program Coordinator for Experiential Learning, College of Natural Sciences

AUSTIN, TX

Full-time

Onsite

Mid Level

$54K/yr - $54K/yr

3+ years exp

The University of Texas at Austin is committed to fostering a supportive work environment through its College of Natural Sciences. The Administrative Program Coordinator for Experiential Learning will manage administrative operations, support budget and financial administration, and coordinate events and travel logistics to enhance student experiences.

Corporate TrainingEducationHigher EducationUniversities

No H1B

Responsibilities

Manage all administrative processes for ExL, including staff hiring, onboarding/offboarding, and student employment (200–300 hires per semester). Support faculty hiring. Serve as the primary point of contact for office logistics (e.g. facilities, IT, supplies, keys, shipping/receiving). Adhere to and maintain established SOPs and develop internal workflows where needed to ensure consistent and efficient internal workflows. Provide training and guidance to ExL users on administrative processes and policies

Process and manage purchasing, ProCard transactions, and payment processing (e.g. Purchase Orders, payment vouchers, wire transfers, reimbursements) for ExL, FRI Program, and related activities. Track and reconcile expenditures across 30+ accounts; prepare regular budget updates and reports for faculty and leadership. Coordinate with CNS Undergraduate Education Business Office for timely processing of financial transactions, reimbursements, and account transfers. Support ExL grant administration, including expense tracking and compliance with sponsor and university requirements

Process student fee bills and payments, including for specialized programs such as CNS Abroad and the High School Summer Research Academy. Communicate with students regarding payment deadlines and financial requirements. Support scholarship and award administration for over 200 recipients each year, ensuring accuracy and compliance with university policies

Organize and support events and meetings, including planning, space reservations, catering, advertising, and contract processing. Coordinate faculty and student travel for programs, field trips, and international initiatives, including RTAs, PIFs, vendor payments, and reimbursements. Maintain records for current and past events and travel activities

Serve as a resource for UT and grant policy compliance related to ExL operations. Assist with contract processing and ensure agreements meet university and sponsor requirements

Engage deeply as a staff member of the innovative CNS Office of Experiential Learning (ExL) team, participating in team meetings, events, special projects, communications, and day-to-day operations of the ExL office. Supervise student workers as needed; provide mentorship and training. Other duties as assigned, including supporting special projects and staffing events within CNS

Qualification

Administrative operations managementBudget trackingFinancial reconciliationOffice 365 proficiencySupervisory experienceCommunication skillsProblem-solving skillsOrganizational skills

Required

Bachelor's degree in a related field, and at least three years of experience in administrative, program, or project coordination roles

Demonstrated experience managing complex administrative operations, including workflow coordination, policy interpretation, compliance oversight, and continuous process improvement

Strong knowledge of budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility

Excellent organizational, communication, and problem-solving skills, with the capacity to work independently, balance multiple priorities, and exercise sound judgment

Proficiency with Office 365 and ability to learn and master applications used at UT-Austin

Preferred

Professional experience in higher education, STEM education, or experiential learning environments

Familiarity with administrative and financial systems used at UT-Austin and the ability to leverage these tools for operational efficiency

Proven success developing standard operating procedures, creating training materials, and leading process improvement initiatives

Supervisory experience, including mentoring and managing student workers

Benefits

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.