Temporary Administrative Program Coordinator (UTemps)

Job Posting Title:

Temporary Administrative Program Coordinator (UTemps)

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Hiring Department:

UTemp Pool

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Dec 31, 2026

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Temporary assignments may be filled at any time. Only selected applicants will be contacted with next-step instructions. Please do not call or email. This assignment is expected to end approximately two months from the start date. This assignment may lead to a regular-status position.

Purpose

Reporting to the Manager of EEV Operations, the Administrative Program Coordinator owns end-to-end operational execution for course and instructor logistics across the Center for Professional Education (CPE), Human Dimensions Organizations (HDO), and Custom Training portfolios. This role goes beyond day-to-day coordination: the Administrative Program Coordinator is responsible for owning and continuously improving their operational processes, identifying opportunities for automation and efficiency, and operating with a high degree of independent judgment in a fast-paced, multi-portfolio environment.

Responsibilities

• Process Ownership & Improvement: Owns and continuously improves the operational processes within their scope, identifying automation and efficiency opportunities along the way. Own the day-to-day operational processes within this role's scope; continuously identify and implement ways to improve efficiency, consistency, and quality across course launch, instructor communication, and materials workflows. Build and maintain Asana (or equivalent) automations, templates, and tracking systems to reduce manual, repetitive work in your processes. Research and evaluate new tools and methods relevant to your process area and recommend adoption. Troubleshoot process and system issues in collaboration with other staff members; proactively recommend fixes rather than waiting for directions. Take initiative in identifying gaps in current workflows and proposing solutions to the Manager of EEV Operations.
• Documentation Support: Supports the Manager of EEV Operations in keeping process documentation and standard procedures accurate and up to date. Assists the Manager of EEV Operations in documenting operational processes and standard procedures.
• Program Launch & Intake Management: Manages the intake and launch process for new programs and courses from initial scheduling request through publishing. Manage program portfolio launches by establishing, communicating, and refining intake processes. Schedule virtual and in-person rooms and facilities, as necessary for course delivery. Create and maintain program, course, and section records in Salesforce and Asana, verifying accuracy of all details before publishing. Collaborate with colleagues across Product & Services, Marketing, and IT to coordinate cross-functional readiness and ensure a smooth, successful launch of every course.

• Instructor Support & Course Logistics: Keep instructors equipped with the information, materials, and logistics support they need to deliver courses effectively. Maintain and execute a proactive outreach schedule for instructors, ensuring they receive timely information and materials to support effective delivery of courses. Provide instructors with rosters, logistics information, instructional templates, and required materials.

• Document and communicate requirements for digital and physical course materials, ensuring adherence to branding standards and ADA compliance.

• Operational Execution & Course Delivery Support: Handles the hands-on logistics of course delivery, from materials and attendance to inbox management and data accuracy across platforms. Order, prepare, and distribute digital and physical course materials. Document attendance and issue certificates of completion. Provide onsite support for instructors as needed. Manage the EEV Operations inbox, prioritizing and resolving issues based on business needs. Maintain and update courses and instructor information across multiple platforms; follow process guidelines and schedules while accommodating changes and shifting priorities. Copy and edit text and verify data accuracy across all platforms.

• Canvas Catalog Backend Support: Manages backend administration of Canvas Catalog to support course listings, enrollments, and completion documentation. Upload and manage student records in Canvas Catalog. Create and update course and program listings in Canvas