Senior Academic Program Coordinator, Texas McCombs

Job Posting Title:

Senior Academic Program Coordinator, Texas McCombs ----

Hiring Department:

Department of Management ----

Position Open To:

All Applicants ----

Weekly Scheduled Hours:

40 ----

FLSA Status:

Exempt from FLSA ----

Earliest Start Date:

Immediately ----

Position Duration:

Expected to Continue ----

Location:

UT MAIN CAMPUS ----

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 appli