Senior Administrative Program Coordinator

The University of Texas at Austin; Austin (TX); On-site; USD 60,000 - 75,000; Full time

Job summary

Join a forward-thinking university as a Senior Administrative Program Coordinator, where your skills will directly impact the student experience. This role involves managing diverse projects, enhancing operational efficiency, and serving as a vital liaison between clients and the Document Solutions department. Enjoy a fulfilling career with a strong commitment to quality and service, while benefiting from an outstanding package that includes competitive health benefits, generous paid time off, and professional development opportunities. If you are passionate about making a difference in an academic environment, this is the perfect opportunity for you.

Benefits

Competitive health benefits

Voluntary Vision, Dental, Life, and Disability insurance

Generous paid vacation and sick time

Teachers Retirement System with employer matching

Tuition assistance

Free access to libraries and museums

Free rides on UT Shuttle and Austin CapMetro buses

Qualifications

• 5+ years' experience in program administration or coordination.
• Bachelor's degree in a relevant field required.

Responsibilities

• Manage and direct assigned projects, ensuring timely delivery and quality.
• Assist customers in planning their printing and merchandise projects.

Skills

Program Administration

Project Management

Communication

Problem Solving

Education

Bachelor's Degree

Job description

Job Posting Title: Senior Administrative Program Coordinator

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Hiring Department: Document Solutions

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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: Immediately

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Position Duration: Expected to Continue

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Location: AUSTIN, TX

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Job Details:

General Notes: Document Solutions provides a variety of high quality and affordable printing services in offset, full color digital and wide format, mail services, and copy services. For more information on Document Solutions, please visit: https://documentsolutions.utexas.edu/.

Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of FAS staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with 8% employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose: Assist customers in determining and planning their offset, digital, wide format printing, mailing and merchandise projects, serving as liaison between customer and DS department.

Responsibilities:

• To retain current projects and acquire new projects throughout the UT and State portfolio, manage, develop, direct, and evaluate projects. Make recommendations to customers to solve problems, improve projects, or ensure efficient operations.
• Manage and direct assigned projects with emphasis on time schedule control, coordination of project development and implementation, and communication with designated clients.
• Manages, develops, directs, and evaluates assigned projects utilizing accepted project management methodologies, communication and consultation with clients, project team members and other stakeholders. Responsible for managing projects from initial proposal through delivery, ensuring projects are delivered on time, within budget and meet quality expectations. Tracks customer's changes and alterations relative to job costs and communicates additional fees to customer.
• Develops project plans including project life cycle, budgets, resource requirements, change management processes, risk management, key milestones, communication mechanisms, test plans and deliverables.
• Manages project implementation including emergent issues with emphasis on time schedule control to ensure all tasks completed within established deadlines and budgets. Works closely with designated clients keeping them informed of progress against plan.
• Prepares detailed reports on project progress with clients to include project plans, barriers and solutions, milestones, financial costs/projections and analyses.
• Performs related duties as assigned.

Required Qualifications:

Bachelor's degree in field related to the work being performed. At least 5 years' experience in program administration or program coordination. Equivalent combination of relevant education & experience allowed. Relevant education and experience may be substituted as appropriate.

Driving Required: This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range: $60,000 + depending on qualifications

Working Conditions:

• Standard Office
• Chemical Fumes
• Keyboard
• Manual dexterity
• Climbing of stairs
• Periodic print shop environment including wearing protective safety equipment. Work on multiple projects concurrently, under pressure of rigid deadlines and time limitations. Extended hours may be required.

Work Shift:

• 40 hours, M-F

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 then update the sections in your Professional Profile before you apply. This information will be pulled in to 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 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 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. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (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 as 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 to 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.