Sr. Administrative Program Coordinator

Job Posting Title:

Sr. 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:

Jun 23, 2025

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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.

At EEV we strive to create a talented and supportive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Belonging, Excellence, Future-focused, and Integrity.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

Produce outcomes that allow ECCT team achievement of strategic objectives for EEV, while providing logistics management support for EEV instructors and vendors as needed. This position handles internal operations and provides logistics support to ensure the successful operation of Extended Campus Custom Training (ECCT) engagements. Works closely with the ECCT Manager and other ECCT staff to fulfill custom engagements.

Responsibilities

• Client Engagement & Program Development - Participate in initial client meetings and discovery calls, as needed. Assist in gathering and documenting client requirements and program objectives. Support the custom program development lead in curriculum and program development. Collaborate with faculty and subject matter experts (SMEs) to align program content with client needs. Assist in proposal development and refinement. Maintain ongoing communications with clients throughout the program development and implementation process to ensure alignment with expectations.

• Faculty/Instructor Communication & Support -  Provide faculty/instructors with the necessary support services to successfully deliver programs, including scheduling, preparation, logistics, and student issues. Initiate service agreements, workday requests, and/or purchase orders for faculty/instructors. Coordinate timely communication of all training details to instructors and customers to ensure smooth contract execution. Submit instructor invoices for payment. Assist in faculty recruitment, onboarding, and coordination as needed. Serve as a backup for instructor management and oversee Extended Campus Custom Training’s (ECCT) Zoom licenses. Coordinate with ECCT Operations on service agreements, payments, program evaluations, and MOUs, if applicable.

• Program Implementation & Delivery - Successfully implement and deliver all assigned custom training programs, including identifying instructors (with ECCT team assistance), defining terms of instruction, and managing scheduling and logistics. Prepare and distribute all program materials, order necessary supplies, and ensure on-time delivery. Manage customer invoicing and payment processing, including accepting and processing registration payments. Schedule virtual or physical spaces for engagements and facilitate virtual or in-person classes, as needed. Manage engagement creation, including case and opportunity management and tracking in our Salesforce LMS, calendar creation, and related communication. Provide ongoing communication and coordination with relevant Extended Education Ventures (EEV) and ECCT staff, customers, instructors, and participants.

• Evaluation & Program Reporting - Create and administer engagement evaluations for ECCT’s custom training events. Run evaluation reports and distribute results to ECCT managers and customers, as requested. Support the development and maintenance of processes for digital badging, certificates, and proof of completion emails. Provide program reporting and ensure all programs meet requirements and secure appropriate approvals. Collaborate with ECCT Operations and Business Services to facilitate the creation and execution of agreements and contracts.

Required Qualifications

Bachelor's degree or equivalent based on previous experience. Five years of successfully demonstrated program management experience. Must have demonstrated ability to follow-up on accounts and develop relationshi