Administrative Program Coordinator of Student Organizations

The University of Texas at Austin; Austin (TX); On-site; USD 45,000 - 55,000; Full time

Job summary

The University of Texas at Austin is seeking an Administrative Program Coordinator of Student Organizations on UT Main Campus. You will manage room reservations, support administrative processes, and advise student organizations on policies and event planning.

The role emphasizes strong organizational and communication skills, collaboration with campus partners, and adherence to university procedures to support a student-centered environment.

Qualifications

• Bachelor's degree required and three years of relevant experience in higher education or organizational settings.
• Strong written and verbal communication skills and ability to interpret policies and guidelines.

Responsibilities

• Manage student organization room reservations and coordinate requests per university policies.
• Maintain and optimize room reservation software and related platforms.
• Advise registered student organizations on event planning, space use, and risk management policies.
• Ensure compliance tracking for Clery, state and federal reporting on an annual basis.

Skills

Communication skills

Organizational skills

Attention to detail

Policy interpretation

Admin software

Education

Bachelor's degree

Job description

Job Posting Title: Administrative Program Coordinator of Student Organizations

Hiring Department: Texas Student Life

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Nov 30, 2026

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Job Details

Purpose

As part of the Texas Student Experience, Student Life at the University of Texas at Austin is dedicated to creating a transformative campus experience where students develop critical thinking, leadership skills, and a lifelong commitment to positive civic engagement. Guided by our core principles of being student-focused, fostering collaborative innovation, empowering ownership, and embracing strategic efficiency, we strive to support students both inside and outside the classroom. Our mission is to develop student leaders, foster involvement, and provide support for all Longhorns, contributing to our community that values excellence and the development of our students.

The Administrative Program Coordinator supports the Student Organizations team through the administration and coordination of student organization room reservations, operational processes, and student organization advising. This position serves as a key resource for student organizations, campus partners, and university stakeholders by ensuring efficient reservation processes and providing guidance on institutional policies and student organization event planning. The position requires strong organizational and administrative skills, attention to detail, effective communication, and the ability to interpret and apply university policies in a student-centered environment.

Responsibilities

Student Organization Room Reservations & Systems Administration

• Manage the student organization room reservation process, including reviewing, processing, and coordinating reservation requests in accordance with university policies, procedures, and space-use guidelines.


• Administer and maintain room reservation software systems and related technology platforms to ensure accurate, timely, and efficient processing of requests.


• Serve as the primary point of contact for student organizations and campus partners regarding room reservations, space availability, scheduling requirements, and reservation procedures.


• Develop, maintain, and update reservation procedures, standard operating procedures (SOPs), training materials, website text, and other resources to support consistent and effective service delivery.


• Monitor reservation workflows, identify process inefficiencies, and recommend improvements to enhance the student and campus partner experience.


• Maintain accurate records, trackers, and reports related to room reservations, space utilization, and administrative processes.


• Support the implementation, testing, and ongoing optimization of reservation software updates and system enhancements.


• Assist with assessment and reporting related to reservation activity, service delivery, and organizational space needs.

2. Administrative Support

• Provide administrative support to the Student Organizations team, including maintaining records, preparing correspondence and managing/organizing team documentation.


• Assist with tracking deadlines, updating internal resources, and organizing information to support unit operations.


• Support the development and maintenance of team procedures, forms, communication materials, and administrative tools.


• Respond to inquiries from student organizations, campus partners, and other stakeholders and refer complex questions to appropriate staff members.


• Assist with logistical coordination for team programs, meetings, and operational activities.


• Responsible for upkeep of all compliance tracking for Clery, state and federal reporting on an annual basis.

3. Student Organization Advising and Event Consultation

• Advise registered student organizations regarding program planning, event logistics, interpretation of Institutional Rules, and applicable university policies and procedures.


• Provide consultations related to indoor and outdoor events, including event planning considerations, space use, amplified sound, guest speakers, risk management, and operational requirements.


• Interpret and communicate university policies and procedures in a clear, consistent, and developmental manner.

Special Projects & Committees

• Assist in special assignments and committees on behalf of Student Organizations, Student Life, Texas Student Experience, or other campus partners as requested. Other related functions as assigned.

Required Qualifications

Bachelor's degree and three years of relevant experience. Experience providing administrative, programmatic, or operational support in a higher education or organizational setting. Demonstrated ability to organize multiple priorities, manage detailed processes, and meet deadlines. Strong written and verbal communication skills. Experience using software systems, databases, spreadsheets, or other administrative technology. Demonstrated ability to work collaboratively with students, faculty, administration, or external stakeholders. Ability to interpret and communicate policies, procedures, and guidelines effectively. Demonstrated commitment to providing responsive, student-centered service. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience working with student organizations, student activities, student affairs, or campus event management. Experience managing room reservations, scheduling systems, or event-related software. Knowledge of university policies and procedures related to student organizations, facilities, events, and risk management. Experience advising students or providing consultation to campus organizations. Experience developing SOPs, process documentation, and administrative resources. Experience collaborating with campus partners and cross-functional teams.

Salary

$50,000

Working Conditions

• This position is primarily based on campus and the environment is a busy, high student traffic space with frequent interruptions.


• Must be able to maintain punctual and regular attendance.


• Repetitive use of a keyboard at a workstation.


• Working around and with standard office equipment.


• The ability to flex schedule or accrue compensatory time to accommodate occasional evening or weekend work will be required.


• Following successful completion of the six-month probationary period, the selected candidate may be eligible for a limited hybrid workarrangement, subject to departmental needs, supervisor approval, and university policy.

Required Materials

• Cover letter/Letter of Interest


• Resume/CV


• 3 work references with their contact information; at least one reference should be from a supervisor.

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 finalist(s) 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 use 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. For more information about E‑Verify, please see the following:

• 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.