Administrative Program Coordinator for Experiential Learning, College of Natural Sciences

Job Posting Title :

Administrative Program Coordinator for Experiential Learning, College of Natural Sciences

Hiring Department :

College of Natural Sciences

Position Open To : All Applicants

Weekly Scheduled Hours :

40

FLSA Status : Exempt

Earliest Start Date :

Immediately

Position Duration : Expected to Continue

Location : AUSTIN, TX

Job Details : General Notes

The College of Natural Sciences at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. We are committed to being a community that celebrates the dignity of every individual, honors differences and lets each person know that they belong. What starts here really does change the world. For more information about the College of Natural Sciences, please visit. https : / / cns.utexas.edu .

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

Serve as the primary administrative resource for the Office of Experiential Learning (ExL), which delivers high-impact programs including the Freshman Research Initiative, undergraduate research, internships, international education, and project-based learning. Responsible for end-to-end administrative operations-purchasing, budget tracking, grant administration, contracts, hiring, and student payments-across a growing portfolio. Manage travel and event logistics for faculty, students, and programs, and partners with ExL leadership to streamline workflows and ensure adherence to university and sponsor policies. T o advance our core mission of fostering wellness, belonging, and success for all students.

Responsibilities

Administrative Operations & Workflow : Manage all administrative processes for ExL, including staff hiring, onboarding / offboarding, and student employment (200-300 hires per semester). Support faculty hiring.Serve as the primary point of contact for office logistics (e.g. facilities, IT, supplies, keys, shipping / receiving).Adhere to and maintain established SOPs and develop internal workflows where needed to ensure consistent and efficient internal workflows. Provide training and guidance to ExL users on administrative processes and policies.

Budget, Purchasing, Financial & Grant Administration : Process and manage purchasing, ProCard transactions, and payment processing (e.g. Purchase Orders, payment vouchers, wire transfers, reimbursements) for ExL, FRI Program, and related activities.Track and reconcile expenditures across 30+ accounts; prepare regular budget updates and reports for faculty and leadership.Coordinate with CNS Undergraduate Education Business Office for timely processing of financial transactions, reimbursements, and account transfers.Support ExL grant administration, including expense tracking and compliance with sponsor and university requirements.

Student Financials Support : Process student fee bills and payments, including for specialized programs such as CNS Abroad and the High School Summer Research Academy.Communicate with students regarding payment deadlines and financial requirements.Support scholarship and award administration for over 200 recipients each year, ensuring accuracy and compliance with university policies.

Event, Logistics & Travel Coordination : Organize and support events and meetings, including planning, space reservations, catering, advertising, and contract processing.Coordinate faculty and student travel for programs, field trips, and international initiatives, including RTAs, PIFs, vendor payments, and reimbursements.Maintain records for current and past events and travel activities.

Policy Support & Implementation : Serve as a resource for UT and grant policy compliance related to ExL operations. Assist with contract processing and ensure agreements meet university and sponsor requirements.

Experiential Learning Team Engagement : Engage deeply as a staff member of the innovative CNS Office of Experiential Learning (ExL) team, participating in team meetings, events, special projects, communications, and day-to-day operations of the ExL office.Supervise student workers as needed; provide mentorship and training. Other duties as assigned, including supporting special projects and staffing events within CNS.

Required Qualifications

Bachelor's degree in a related field, and at least three years of experience in administrative, program, or project coordination roles.

Demonstrated experience managing complex administrative operations, including workflow coordination, policy interpretation, compliance oversight, and continuous process improvement.

Strong knowledge of budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility.

Excellent organizational, communication, and problem-solving skills, with the capacity to work independently, balance multiple priorities, and exercise sound judgment.

Proficiency with Office 365 and ability to learn and master applications used at UT-Austin. .

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Professional experience in higher education, STEM education, or experiential learning environments.

Familiarity with administrative and financial systems used at UT-Austin and the ability to leverage these tools for operational efficiency.

Proven success developing standard operating procedures, creating training materials, and leading process improvement initiatives.

Supervisory experience, including mentoring and managing student workers.

Salary Range

$54,000 + depending on qualifications

Working Conditions

• Occasional evening or weekend work may be required for events or deadlines.
• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• May have to walk up and down stairs

Required Materials

Resume / CV

3 work references with their contact information; at least one reference should be from a supervisor

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 thatALLRequired 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 questionspresented 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 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 :

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.