Senior Academic Program Coordinator, Texas… at McCombs… · UT MAIN…

Senior Academic Program Coordinator, Texas McCombs

Location: UT MAIN CAMPUS

Job Posting Title:

Senior Academic Program Coordinator, Texas McCombs

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Hiring Department:

Department of Management

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the ground-breaking research and thought-leadership of a world-class faculty. The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human-centered and future-focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world.

For more information about Texas McCombs, please visit: https://www.mccombs.utexas.edu

Purpose

Reporting into the Department of Management's Brumley Institute for Graduate Entrepreneurship, this Senior Academic Program Coordinator position provides high-level programmatic and operational support to for the Institute's academic and co-curricular programs and events.

For more information about the mission and programs led by the Brumley Institute for Graduate Entrepreneurship, please visit: https://www.mccombs.utexas.edu/centers-initiatives/brumley-institute/

Responsibilities
Class Coordination

• Execute on the recruitment process for all academic classes for the Brumley Institute including coordinating recruitment efforts, setup of applications, conducting info sessions, reviewing applications, interviewing candidates, managing selection, communications to applicants, preparing and distributing student offer letters, and calendaring related to that process.
• Coordinate class registration with Graduate Coordinators within each CSU.
• Maintain digital records for courses by uploading student resumes and cover letters to Google Drive and Box or current relevant storage, editing and uploading videos, and downloading videos from Panopto for upload to storage.
• Implement mid-semester surveys for students
• Follow up with relevant departments on course coordination to ensure alignment across programs.
• Collect CIS scores for each Brumley Institute class at the end of the semester to facilitate Director and Assistant Director’s review of course and instructor success rates.

Events & Workshop Management

Manage all aspects of event delivery for Brumley Institute for Graduate Entrepreneurship events, courses, and workshops. Direct responsibilities include:

• Review third-party event requests for compliance with University requirements and submit recommendation to Assistant Director for final approval.
• Reserve McCombs or campus event spaces.
• Provide marketing and communications requirements to the Communications Specialist in a timely manner to support the production of required event slides, gift bags, materials, posters, agendas, programs, and online registration sites.
• Communicate approved events including estimated budget to Senior Program Administration Coordinator within 3 days of final approval.
• Research, select, initiate, and negotiate vendor contracts in collaboration with Senior Program Administration Coordinator including catering, facilities, and security as needed.
• Execute meeting site set up/break down including catering set up, pre/post event cleaning services, and reservation/checkout of A/V equipment including facilitation of pre-event testing.
• As necessary, assist speakers/event participants including parking and speakers' travel and lodging if required.
• Manage, track, and report event participation in collaboration with Communications Specialist and ensure final participation data is sent to Senior Administrative Program Coordinator within one week of event.
• Post event processing including communicating with and sending invoices to Senior Administrative Program Coordinator for prompt payment of event related purchases.
• Act as onsite event support point of contact for all Brumley Institute events and all third-party events (Ex: Product Camp Austin).
• Resolve issues with speed and creativity

Student & Alumni Engagement

• Act as liaison for the Brumley Institute to support and promote student entrepreneurship by providing Office Hours for students interested in learning about classes and/or exploring entrepreneurship both within UT Austin and the Austin entrepreneurial community. Office Hours should be scheduled through Microsoft Bookings or Calendly and submitted to the Assistant Director monthly to support impact reporting.
• Maintain alumni relations and track alumni outcomes through engagement via communication, events & programming.
• Recruit and match alumni, founders and investors as speakers, judges, mentors, workshop leads, etc. for Brumley Institute programs, events and other business needs.
• Extend invites for alumni-student networking event opportunities.
• Implement and manage use of txent@utexas.edu email address tied to a ticket reporting system for placement on Brumley Institute course syllabi and student concierge services.

Special Projects & Initiatives

• Provide support for new program pilots or transitions within academic operations as required by Executive Director or Assistant Director.
• Other duties as assigned.

Required Qualifications

• Demonstrated success in a customer service environment and the ability to develop effective and productive working relationships with varied stakeholders.
• Effective communication skills and ability to work independently as well as collaborate in a team-oriented environment
• Previous success managing multiple projects, assessing work priorities, as well as regular ability in meeting deadlines.
• Demonstrated proficiency in organizing and recording data.
• Proficiency with software, especially MS Word, Excel, and Outlook and comfort learning new technologies
• Bachelor’s degree and five years of experience coordinating or administering a program; or three years with a Master’s degree.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor’s degree in business or similar. More than the required relevant experience.
• Prior experience with all aspects of coordinating academic classes, event planning, and coordinating short courses, seminars, workshops, etc.
• Experience with use of Panopto, and editing and uploading videos.
• Experience with University of Texas policies, procedures, and administrative systems.

Salary Range

• $60,000 + depending on qualifications

Working Conditions

• Works in standard office conditions with repetitive use of a keyboard at a workstation.
• Some evenings and weekend work are required during peak periods and special events
• Ability to lift ~30lbs for event setup/tear down.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position and is eligible for hybrid work.

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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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]

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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.