Coordinator of Special Programs

The University of Texas at Dallas; Richardson (TX); Hybrid; USD 52,000 - 70,000; Full time

Benefits offered by this job

BCBS PPO Medical insurance

Dental Insurance Plan (PPO/DHMO)

Vision Insurance

Retirement Plan (TRS)

Paid time off

Paid Holidays

Remote Work Options

Job summary

The University of Texas at Dallas seeks a Coordinator of Special Programs to support the dean’s office and executive front office. This role includes front office operations, advanced administrative support, travel arrangements, procurement, and event coordination within a hybrid work framework.

Ideal candidates have a Bachelor’s degree and at least two years of program or project support, plus strong MS Office skills and familiarity with PeopleSoft.

Qualifications

• Bachelor’s degree required.
• Minimum of two years of experience providing support to programs or projects.

Responsibilities

• Front Office Operations: Open/prepare executive suite, greet guests, maintain spaces, supervise graduate assistants, develop SOPs.
• Administrative & Executive Support: manage calendars, coordinate meetings, prepare confidential documents, support senior leaders, onboarding.
• Event & Logistical Coordination: assist with meetings/events, space reservations, catering, and faculty search planning.
• Procurement & Financial Support: manage purchasing, monitor budgets, ensure policy compliance.
• Other Duties & Special Projects: possible additional duties, occasional evenings/weekends, may drive departmental golf cart.

Skills

Verbal communication

Written communication

Multi-tasking

Prioritization

Customer service

Education

Bachelor’s degree in related field

Tools

MS Office Suite

PeopleSoft

Job description

Looking for a rewarding career opportunity with great benefits? Interested in joining a dynamic & fun group of professionals? Look no further! Join our team!
The University of Texas at Dallas has an excellent job opportunity for individuals looking to join the Erik Jonsson School of Engineering and Computer Science team as a Coordinator of Special Programs.
The Coordinator of Special Programs is responsible for performing duties to support daily business functions and operations for an executive front office and will be the primary administrative support for the dean’s staff including assistant and associate deans, facilities team, finance team, tech support, and research staff. This role will serve as the point of contact for all purchasing needs within the suite and for each of the academic departments as needed. This position regularly serves as administrative support for the dean’s executive assistant and provides backup administrative support for the departments when needed. This role will provide outstanding customer service to the campus community by answering emails, phone calls and in-person inquiries in a timely and professional manner.

Minimum Education and Experience

• Bachelor’s degree in related field.
• A minimum of two years of experience providing support to programs or projects or an equivalent combination of education and experience.

Preferred Education and Experience

Excellent verbal and written communication skills. The ability to multi-task and prioritize. Experience in higher education, administrative roles preferred but not required. Above average proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint) is a must. Experience with PeopleSoft is preferred.

Other Qualifications

To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

Essential Duties and Responsibilities

Front Office Operations

• Open and prepare the executive suite for business operations during standard hours (Monday–Friday, 8:00 AM–5:00 PM).
• Greet and welcome distinguished guests, high-level visitors, and stakeholders with professionalism and courtesy, ensuring a positive and seamless experience.
• Maintain the appearance, functionality, and readiness of the front office and shared spaces.
• Provide direct supervision and mentorship to graduate student assistants, including recruitment, onboarding, training, scheduling, and performance management.
• Develop and implement standard operating procedures and training materials to ensure consistent service delivery and professional development.

Administrative and Executive Support

• Provide advanced administrative support to the Executive Administrative Assistant and senior leadership across the office, ensuring seamless coordination of executive-level priorities, including but not limited to calendar management, meeting coordination, and preparation of confidential correspondence and reports.
• Act as a key support partner to senior leaders by anticipating needs, managing competing priorities, and ensuring efficient day‑to‑day operations.
• Coordinate complex travel arrangements and process travel reimbursements and expense reports for administrators, staff, and visiting guests in compliance with institutional policies.
• Facilitate onboarding processes for new staff, including workspace setup, technology access, and supply needs.
• Serve as a liaison to the facilities team to submit and track work orders, coordinate office maintenance, and support space planning initiatives.

Event and Logistical Coordination

• Provide administrative and logistical support to the Executive Assistant in the planning and execution of high‑profile meetings, events, and special projects.
• Assist with office event planning tasks such as guest communications, space reservations, catering coordination, and materials preparation.
• Support the office with executive‑level faculty search planning and execution.
• May provide administrative and logistical support to the school‑wide events team as needed.

Procurement and Financial Support

• Manage purchasing for day‑to‑day operational needs, including office supplies, hospitality items, specialized equipment, and academic memberships.
• Process purchasing requests, monitor budget allocations, and ensure compliance with procurement policies and procedures.

Other Duties and Special Projects

• May be responsible for other duties and special projects to accomplish office objectives.
• Evening and weekend hours may be required occasionally to facilitate events.
• Will be required to drive/operate a department golf cart.

Physical Demands and Working Conditions

May require long periods of sitting, repetitive motions, standing for long periods at events, and/or lifting up to 25lbs.

Physical Activities

Working Conditions

Additional Information

Hybrid Remote Work Notice

Following successful completion of an initial training period, a hybrid work schedule may be available, subject to business needs and departmental approval. Employees must be located within the Dallas/Fort Worth Metroplex area and have the ability to be on campus for work activities as scheduled and/or with 24‑hour notice. Completion and approval of a UT Dallas Remote Work Agreement will be required, and use of personal computer, internet, and other standard equipment may be required. Remote work arrangements are subject to regular review and re‑approval and may be cancelled.

What We Can Offer

UT Dallas is an Equal Opportunity Employer with an employee‑friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes:

• Internal Training
• BCBS PPO Medical insurance – 100% paid for full‑time employees
• PPO and DHMO Dental Insurance Plan – PPO plans include ortho benefits
• Vision Insurance
• Long and short‑term disability
• TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement
• Voluntary Retirement Plan Options – additional savings opportunities with Tax‑Sheltered Annuity Plans and Deferred Compensation Plans
• Paid time off
• Paid Holidays
• Paid Winter Break
• Fertility Benefits
• Remote Work Options – approved by department

All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.

1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.

2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Describe your experience providing support to a program/project

  (Open Ended Question)

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Veteran Employment Preference - Form DD-214

Human Resources,
800 West Campbell Road, AD3.418
Richardson,
TX 75080-3021