Academic Program Coordinator

The University of Texas at Austin; Utah; On-site; USD 50,000 - 56,000; Full time

Job summary

The University of Texas at Austin is seeking an Academic Program Coordinator to support the Teresa Lozano Long Institute of Latin American Studies (LLILAS) and its collaboration with the Nettie Lee Benson Latin American Collection. This 100% on-site role is based at UT Main Campus and requires full-time work authorization in the United States.

The position involves coordinating visiting scholars, course scheduling, HR administration, and enrollment activities, with a 40-hour workweek and

Qualifications

• Bachelor's degree and three years of experience coordinating or administering a program.
• Demonstrated initiative and follow-through; tact; diplomacy; and judgment in dealing with students, faculty, staff, and administrators; punctuality and professional demeanor.
• Excellent oral and written communication skills.

Responsibilities

• Visiting Scholars Administration: manage programs, visas, onboarding, travel, reimbursements, and logistics.
• Course Scheduling: coordinate scheduling, deadlines, cross-listing Latin American Studies courses.
• HR Administration: handle Workday appointments, onboarding materials, I-9s, and HR support.
• Course Enrollment & Outreach: publicize courses and monitor enrollment; support exams and surveys.
• Administrative Support: support LLILAS events and student competitions; attend trainings.

Skills

Communication skills

Initiative and follow-through

Diplomacy

Professional demeanor

Education

Bachelor's degree

Job description

Job Posting Title: Academic Program Coordinator ----
Hiring Department: Teresa Lozano Long Institute of Latin American Studies ----
Position Open To: All Applicants ----
Weekly Scheduled Hours: 40 ----
FLSA Status: Exempt from FLSA ----
Earliest Start Date: Immediately ----
Position Duration: Expected to Continue ----
Location: UT MAIN CAMPUS ----

Job Details

Position is 100% on-site. Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Purpose

This position supports the academic programs of the Teresa Lozano Long Institute of Latin American Studies (LLILAS) and the academic efforts of the LLILAS partnership with the Nettie Lee Benson Latin American Collection.

Responsibilities

• Visiting Scholars Administration: Coordinate LLILAS visiting scholar programs, including the Tinker and VRP post-award process, which includes onboarding, travel, reimbursements, and all logistics involved. Coordinate any LLILAS visiting scholar as assigned. Coordinate LLILAS and LLILAS Benson Research Affiliate appointments, with a maximum of ten appointments annually under the supervision of the LLILAS Director and UTL Benson Director. Coordinate and manage the LLILAS Benson Becas competition, including post- and pre-award logistics. Process J-1 visa applications for visiting scholars and research fellows, including PARs, Workday appointments, required documentation, and approvals. Welcome and support LLILAS and LLILAS Benson visiting scholars upon arrival and provide orientation support. Prepare bilingual announcements and notify the LLILAS and LLILAS Benson community about upcoming scholar visits, as needed.
• Course Scheduling: Coordinate the LLILAS course scheduling process and provide course-related information and data for ad hoc reporting. Meet course scheduling deadlines set by UT and the College of Liberal Arts (COLA). Work with LLILAS faculty, visiting professors, the COLA Dean's Office, and the UT Registrar's Office to plan and schedule fall, spring, and summer courses. Collaborate with COLA departments and UT colleges and schools to cross-list Latin American Studies courses. Work closely with the Associate Director of Student Programs to ensure course management
• HR Administration: Submit and process LLILAS Workday appointments, including hiring materials, onboarding paperwork, I-9 completion, and related administrative HR support. Coordinate HR documentation and approvals for faculty, staff, visiting scholars, and student appointments. Assist with Workday-related HR actions, including appointment changes, extensions, separations, and other personnel updates. Support LLILAS human resources operations by completing other assigned administrative duties, including approving timesheets, as needed.
• Course Enrollment: Collaborate with LLILAS academic and communications staff to publicize courses. Monitor enrollment at the beginning of each semester and submit small class exception petitions to the COLA Dean's Office as necessary. Participate in regular COLA course scheduler meetings and schedule final exams. Coordinate the Course Instructor Survey process with faculty.
• Administrative Support: Support LLILAS undergraduate events and support LLILAS undergraduate student competitions. Other related duties as assigned. Attend assigned trainings.

Required Qualifications

• Bachelor's degree and three years of experience coordinating or administering a program.
• Demonstrated initiative and follow-through; tact; diplomacy; and judgment in dealing with students, faculty, staff, and administrators; punctuality and professional demeanor.
• Excellent oral and written communication skills.

Preferred Qualifications

• More than three (3) years of relevant administrative experience.
• Experience in higher education, particularly in course scheduling or course enrollment.
• Experience in administrative support functions.
• Experience in HR support functions.
• Bilingual in Spanish or Portuguese.

Salary Range

$50,000 - $55,688

Working Conditions

• Typical office conditions
• Repetitive use of a keyboard at a workstation

Required Materials

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