Global Customized Programs, Senior Program Coordinator

Job Details

General Notes

The University of Texas at Austin (UT Austin) is one of the largest public universities in the United States and is the flagship of The University of Texas System.

UT Austin enrolls more than 52,000 students studying in almost 120 bachelor’s degree programs and more than 220 graduate programs across 18 colleges and schools.

UT Austin is steadfastly committed to global engagement and is home to more than 5,600 international students and 1,500 international scholars from more than 130 countries, with more than 530,000 living alumni in 176 counties around the world.

advances UT Austin’s academic mission by leading, supporting, and coordinating the university’s international engagement efforts, fostering strategic partnerships on campus and abroad, welcoming a cadre of impressive international students and scholars to campus, and creating opportunities for students and faculty to engage with peers and institutions around the world.

Texas Global is comprised of nine units, home to over 140 staff members, and continued growth of the organization is expected.

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 faculty and 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 7.75% 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

Purpose

The Senior Program Coordinator is a member of the Global Customized Programs team tasked to manage an assigned portfolio of grants, contracts, and custom programs, and perform complex administrative / programmatic responsibilities.

The incumbent is also responsible for the management, development, and implementation of short-term customized programs.

The position reports to the Director of Global Programs and Innovation (GPI).

Responsibilities

The Global Customized Programs team at Texas Global manages short-term academic and professional programs for international learners.

Partnering with universities, nonprofits, and government entities, these programs provide hands-on experiences to students, scholars, and professionals from around the world in topics including, but not limited to, social entrepreneurship, civic engagement, leadership, and education.

Program Administration and Management

• Manage logistics and operations for assigned programs (e.g. transportation, lodging, event space, cultural events, and group enhancements), staying within budget limits and ensuring timely, accurate, and quality completion of deliverables to fulfill the terms of the project contract or specifications.
• Communicate closely with program contributors (e.g. faculty, internal / external organizations, volunteers) to manage expectations and ensure fulfilment of commitments.
• Work closely with GPI leadership and Texas Global contract specialist to manage program and vendor contracts for assigned programs.
• In collaboration with GPI leadership and campus stakeholders, prepare program materials for participants, including pre-departure orientation presentations, welcome packets, cultural information, and meeting materials when required by the program.
• Develop and manage event schedules, run-of-show documents, and other resource and guidance materials.
• Develop and support virtual programming to both expand participation of events and fulfill program requirements as directed by funder.
• Monitor and evaluate program and identify areas of needed change to be reported to GPI leadership for further assessment;

make recommendations to improve the quality of the program.

Submit final program report to GPI leadership upon completion of program.

Participant Support

• Collaborate with ISSS to prepare all necessary immigration documents for program participants.
• Support program participants in effectively handling their day-to-day experience as well as sensitive or emergency issues that may arise.

Advise on topics including but not limited to housing, academics, personal, cultural, and social concerns.

• Brief participants on grant or program provisions specific to the funder’s requirements and expectations.
• Monitor and evaluate the experiences of program participants and contributors, analyze results to inform real-time program changes as well as changes for future project implementation.

Budgets and Expenditure Tracking

• Develop program budgets of projected expenses in consultation with GPI leadership. Manage assigned program budgets and track expenditures ensuring that procurements are complaint with internal processes and within the available budget.
• Promptly submit bills for payment, reconcile monthly credit card statements, and process travel expense reimbursements and vendor payments.
• Manage, disburse, track, and reconcile authorized funds such as per diem, cultural allowances, and travel advances via prepaid cards or fund disbursements, in compliance with funding and tax guidelines.
• In collaboration with Texas Global accounting team and GPI leadership, complete final accounting of total program expenditures for funder according to established timetables.

Marketing, Communications and Outreach

Collaborate with Texas Global’s Marketing and Communications team to : 1) develop marketing materials for various external audiences and coordinate procurement and distribution of branded collateral / merchandise;

2) contribute to social media strategy and content prior to, during, and post event; and 3) provide information / resources to support the production of feature articles and success stories.

• Develop presentations and prepare talking points, as needed, for internal and external speakers.
• Manage professional correspondence with stakeholders such as faculty, facilitators / moderators, volunteers, and vendors.
• Build and cultivate relationships with internal and external organizations to recruit new participation and enhance program development.

Proposal and Program Development

• Contribute to business development such as supporting proposal research and writing, idea- generation, and other tasks as assigned.
• Support sponsorship and partnership development activities such as identifying prospective partners, outreach, and maintaining relationships.
• Design program curriculum and collaborate with campus and community partners to develop academic, service learning, leadership, internship placements, and intercultural components for proposed programs.

Oversight & Training

Participate in the development and growth of team expertise in sharing best practices of program development and implementation.

Work collaboratively to develop efficiencies and shared resources.

• Assist with the training and onboarding of new and current staff on organizational and administrative processes.
• Supervise and manage temporary program staff, student employees, and volunteers, formally and informally as assigned.

Required Qualifications

• Bachelor’s degree and five years of relevant experience. Effective problem-solving and decision-making skills; results-oriented;
• strong organizational abilities; ability to manage multiple priorities and effectively prioritize; customer focus which includes students, faculty, staff and external partners;

composure in stressful situations; excellent interpersonal, written and oral communication skills. Responsible experience in developing or administering international programs.

Experience working with diverse groups and college students or similar populations. High level of professionalism and prior experience engaging directly with faculty and senior administrative officials on and off-campus.

Ability to work at a high level with minimal supervision in a fast-paced environment. Expected professional demeanor in all activities and interactions.

Experience living, studying, and / or working abroad. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master’s degree or academic degree in international education or a relevant discipline. More than the required years of above experience, especially in an international setting.

Significant experience living, studying, or working abroad. High level of proficiency in a language other than English.

Salary Range

$55,000

Working Conditions

Work in a shared office environment. Work around standard office conditions. This position is located in Austin, Texas.

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.

English.

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.