Administrative Program Coordinator for Experiential Learning, College of Natural Sciences

The University of Texas at Austin; Austin (TX); On-site; USD 48,600 - 59,400; Full time

Job summary

An esteemed university in Austin seeks an Administrative Program Coordinator for Experiential Learning. This role involves managing administrative processes, budget tracking, and student financial support, ensuring compliance with university policies. The ideal candidate has a Bachelor’s degree and a background in administrative coordination. Strong organizational and communication skills are essential. This position fosters wellness and belonging within the university community, offering a competitive salary based on qualifications.

Qualifications

• At least three years of experience in administrative, program, or project coordination roles.
• Experience managing complex administrative operations and workflow coordination.
• Knowledge of budget tracking and financial reconciliation.
• Ability to work independently and balance multiple priorities.

Responsibilities

• Manage administrative processes for ExL, including staff hiring and office logistics.
• Track and reconcile expenditures, preparing regular budget updates.
• Support scholarship administration and communicate with students on financial matters.
• Organize events and coordinate travel for programs and faculty.
• Ensure compliance with policies and support contract processing.
• Engage with the ExL team and supervise student workers.

Skills

Organizational skills

Communication skills

Problem-solving skills

Budget management

Education

Bachelor’s degree in a related field

Tools

Office 365

Job description

Administrative Program Coordinator for Experiential Learning, College of Natural Sciences

Join to apply for the Administrative Program Coordinator for Experiential Learning, College of Natural Sciences role at the University of Texas at Austin.

Job Details

The College of Natural Sciences at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. We are committed to being a community that celebrates the dignity of every individual, honors differences and lets each person know that they belong. Must be eligible to work in the US on a full‑time basis for any employer without sponsorship.

Purpose: Serve as the primary administrative resource for the Office of Experiential Learning (ExL), which delivers high‑impact programs including the Freshman Research Initiative, undergraduate research, internships, international education, and project‑based learning. Responsible for end‑to‑end administrative operations—purchasing, budget tracking, grant administration, contracts, hiring, and student payments—across a growing portfolio. Manage travel and event logistics for faculty, students, and programs, and partner with ExL leadership to streamline workflows and ensure adherence to university and sponsor policies. To advance our core mission of fostering wellness, belonging, and success for all students.

Responsibilities

• Administrative Operations & Workflow: 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.
• Budget, Purchasing, Financial & Grant Administration: 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.
• Student Financials Support: 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.
• Event, Logistics & Travel Coordination: 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.
• Policy Support & Implementation: 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.
• Experiential Learning Team Engagement: 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.

Required Qualifications

• 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 Qualifications

• 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.

Salary Range

$54,000 + depending on qualifications.

Working Conditions

• Occasional evening or weekend work may be required for events or deadlines.
• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• May have to walk up and down stairs.

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 update the sections in your Professional Profile before you apply. This information will be pulled into 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.

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.

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.

Background Checks

A criminal history background check will be required for finalists under consideration for this position.

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.

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.

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.

E‑Verify

The University of Texas at Austin uses 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.

• E‑Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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.