Academic Program Coordinator, Executive MBA, Texas McCombs

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Job Details:

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/

The Academic Program Coordinator serves as an integral member of the Executive MBA operations team and a strategic operational and student services partner for the Texas McCombs Executive MBA (EMBA) program. This role is responsible for delivering high-level administrative support, managing complex program logistics, and functioning as a central point of contact for students, faculty, and staff across the MBA portfolio.

Program Coordination & Event Management

• Coordinate all EMBA class weekends (on-site and off-site) including scheduling, vendor management, logistics, room setups, and on-the-ground support.
• Support planning and execution for major program events such as Orientation, Immersions, Student Leadership Activities, and Graduation.
• Serve as backup to Senior Academic Program Coordinator and collaborate closely with faculty, hotels, caterers, guest speakers, and campus partners.

Student Experience & Communications

• Act as the primary student-facing contact - triaging questions, providing resources, and identifying solutions to academic or logistical concerns.
• Create and distribute weekly program updates, maintain Canvas or similar LMS pages, and manage student listservs.
• Support delivery of all class sessions and community-building events.
• Build strong rapport with students, faculty, and cross-functional teams.

Student Organization Advising

• Advise EMBA student organizations, ensuring adherence to University policies.
• Manage organization budgets, review activities, and support leadership development opportunities.

Stakeholder & Administrative Coordination

• Coordinate faculty and staff travel, including processing RTAs and reimbursements.
• Maintain student/faculty rosters and provide administrative support for academic records, scheduling, and documentation.

Process Improvement & Strategic Projects

• Contribute ideas and feedback to streamline operational workflows.
• Support implementation of new program initiatives, tools, or process enhancements.

Assists with additional administrative duties as assigned.

• Bachelor's degree and 3 or more years of relevant experience coordinating programs.
• Ability to work flexible hours, including evenings and weekends. Ability to travel within the state of Texas.
• Exceptional organizational skills and impeccable attention to detail.
• Outstanding written and verbal communication skills.
• Proficient with Microsoft Office and comfort leaning new systems (Canvas, Qualtrics, etc.)
• Customer-focused with the ability to exercise discretion and confidentiality.
• Capable of prioritizing, multi-tasking and meeting deadlines with minimal supervision.

Relevant education and experience may be substituted as appropriate.

• Experience coordinating academic or student-facing programs in higher education.
• Event planning or logistics experience supporting large-scale or professional events.
• Prior experience at UT Austin or another higher-ed institution.
• Familiarity with complex academic operations (registrations, advising processes, travel/financial workflows).
• Service-oriented approach and an ability to anticipate stakeholder needs.
• Strong critical thinking and problem-solving skills.
• Ability to build interpersonal relationships across diverse student, staff, and faculty groups.
• Initiative, follow-through, and the ability to manage details in fast-paced environments.

• $50,000+ depending on qualifications

• Standard office environment (shared workspace) with repetitive use of a keyboard at a workstation
• Required availability for weekend EMBA class sessions and occasional travel.
• This is an Austin, Texas-based position.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.

• Resume/CV

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

Importantfor 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.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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.