Senior Academic Coordinator

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Job Details:

The Senior Academic Coordinator provides advanced academic administrative and operational coordination for Curriculum & Academic Administration (CAA), with responsibility for recurring undergraduate curriculum, academic program, compliance, committee, documentation, and institutional workflow activities.

The position supports implementation of The University of Texas at Austin's new Core Curriculum while coordinating established processes across CAA's broader portfolio, including undergraduate academic program development and modification, catalog and addendum activity, low-producing program review, professional licensure, HB 2504 and public course information, faculty review, and institutional reporting.

The Senior Academic Coordinator provides the operational infrastructure needed to ensure established CAA processes are timely, documented, consistently executed, and carried through required approval stages. The position maintains master calendars and tracking systems, coordinates documentation and routine communications, supports faculty and committee review processes, and monitors outstanding actions and deadlines.

The position complements, rather than assumes, the strategic leadership, policy and regulatory interpretation, academic approval, substantive Core Curriculum administration, and institutional decision-making responsibilities assigned to the Director, Core Curriculum Manager, executive leadership, and other appropriate decision-makers.

The position reports to the Director of Curriculum & Academic Administration and works collaboratively with CAA staff, faculty, colleges and schools, the Office of the Registrar, the Graduate School, UT System, the Texas Higher Education Coordinating Board, and other academic and administrative partners.

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

Academic Program and Curriculum Workflow Coordination

• Coordinate and track established CAA workflows for undergraduate academic programs, certificates, curriculum actions, and catalog implementation.
• Coordinate workflows for the development, review, approval, and implementation of new undergraduate degree programs, certificates, and other academic offerings.
• Coordinate timelines, documentation, routing, and follow-up for modifications, reorganizations, and closures of existing undergraduate academic programs.
• Support CAA responsibilities for integrated and accelerated undergraduate and graduate programs when undergraduate curriculum or degree requirements are involved.
• Conduct initial administrative reviews for completeness and confirm that required forms, supporting materials, and approvals are present before proposals advance.
• Maintain status records, approval histories, deadline trackers, and implementation records for academic proposals and modifications.
• Coordinate established approval workflows involving colleges and schools, the Provost's Office, the Office of the Registrar, UT System, THECB, and other appropriate offices.
• Support catalog and addendum activities and curriculum-management system workflows, including coordination of approved changes through implementation.
• Identify overdue items, incomplete documentation, workflow barriers, or matters requiring policy interpretation and elevate them to the Director or appropriate functional lead.
• Substantive academic review, institutional recommendations, policy interpretation, exceptions, and final academic determinations remain with the Director, executive leadership, and other appropriate decision-makers.

Academic Compliance and Institutional Reporting Operations

• Coordinate recurring academic compliance and reporting workflows administered or coordinated by CAA.
• Coordinate schedules, documentation, tracking, and institutional follow-up for HB 2504 and public course information requirements.
• Support institutional processes associated with professional licensure disclosures and related academic compliance requirements.
• Coordinate documentation, schedules, records, and tracking for low-producing program reviews and related institutional and state reporting activities.
• Maintain comprehensive compliance calendars and identify upcoming requirements, dependencies, deadlines, and required institutional actions.
• Coordinate follow-up with colleges, schools, departments, and administrative offices regarding outstanding documentation or established remediation steps.
• Maintain organized records and audit trails documenting institutional actions, approvals, submissions, and compliance activities.
• Support preparation and quality review of reports and submissions to University leadership, UT System, state agencies, and other external entities.
• Elevate matters requiring regulatory interpretation, institutional policy determinations, or compliance decisions to the Director or appropriate professional staff.

New Core and Academic Initiative Implementation

• Provide cross-functional operational coordination for implementation of the new Core Curriculum and other academic initiatives after policy and academic requirements are established.
• Maintain implementation plans, timelines, milestones, dependencies, deliverables, and centralized tracking for assigned Core and academic initiatives.
• Coordinate operational activities associated with the University's transition to and implementation of the new Core Curriculum.
• Track submissions, approvals, outstanding actions, implementation milestones, and deliverables across participating academic and administrative units.
• Coordinate required documentation and routine follow-up with colleges, schools, departments, faculty, and other stakeholders.
• Maintain centralized records of implementation activities, decisions, approvals, status, and supporting documentation.
• Prepare status reports, dashboards, briefing materials, calendars, and other implementation resources for CAA and University leadership.
• Identify dependencies, missed milestones, emerging operational issues, and matters requiring academic, policy, or leadership decisions and elevate them appropriately.
• The Senior Academic Coordinator supports implementation and cross-CAA operations but does not assume the Core Curriculum Manager's responsibility for Core administration, faculty coordination, Core records, proposals, petitions, or subject-matter guidance.

Committee and Faculty Review Coordination

• Coordinate the operational components of faculty, committee, and administrative review processes supporting CAA responsibilities.
• Prepare and organize agendas, review materials, supporting documentation, schedules, and communications for faculty committees and academic review activities.
• Coordinate submission and review timelines and communicate established expectations to participants.
• Maintain committee rosters, records, decisions, action items, approval documentation, and required follow-up.
• Schedule meetings and coordinate operational logistics for curriculum, Core, and other assigned academic review processes.
• Track items through each required stage and notify the Director or functional lead of delays, missing actions, or questions requiring substantive review.
• Support faculty and staff information sessions, training activities, and implementation meetings related to established CAA processes.

Process Documentation Training and Quality Assurance

• Develop and maintain resources that strengthen the consistency, transparency, and operational effectiveness of CAA processes.
• Develop and maintain standard operating procedures, process maps, checklists, templates, standard communications, guidance materials, and internal workflow documentation.
• Maintain webpages and training resources based on approved CAA policies, requirements, and processes.
• Design and maintain master calendars, trackers, dashboards, shared documentation systems, and other workflow-management resources.
• Conduct administrative quality-control reviews of documentation, submissions, records, and data before routing or reporting.
• Review workflow performance and recommend operational improvements that increase efficiency, consistency, documentation, and stakeholder understanding.
• Support implementation and optimization of curriculum-management, document-management, and workflow technologies used by CAA.

Institutional Coordination Communication and Follow Through

• Serve as an advanced academic administrative coordination resource for CAA processes involving multiple academic and administrative units.
• Coordinate routine communications and established process requirements with colleges, schools, departments, faculty, and central administrative offices.
• Develop effective working relationships with institutional partners and facilitate clear operational communication across organizational boundaries.
• Monitor deadlines, outstanding actions, and assigned follow-up and communicate status to the Director and appropriate functional leads.
• Coordinate meetings, materials, action items, records, and follow-up activities for assigned CAA workflows and initiatives.
• Represent CAA in operational meetings, implementation groups, and process teams as assigned by the Director.
• Support emerging academic administrative responsibilities and other related duties assigned by the Director.

Relationship to CAA Professional Responsibilities

The Senior Academic Coordinator provides cross-CAA operational coordination and is not intended to duplicate or replace the substantive responsibilities of the Director, Core Curriculum Manager, or other professional positions.

The Director retains responsibility for strategic leadership, policy and regulatory interpretation, academic approval, compliance oversight, executive advising, complex institutional matters, and supervision of the CAA portfolio. The Core Curriculum Manager retains management and subject-matter ownership of recurring Core Curriculum administration.

The Senior Academic Coordinator enables those functions by providing dedicated capacity for:

• implementation and operational execution of established academic administrative processes;
• master calendars, timelines, deadlines, and workflow tracking;
• documentation, records management, and administrative quality assurance;
• committee, faculty review, and meeting coordination;
• institutional communication and follow-through;
• process documentation, training resources, and workflow systems; and
• identification and escalation of exceptions, risks, barriers, and unresolved issues.

This structure allows CAA's subject-matter professionals to maintain responsibility for academic, policy, regulatory, and Core Curriculum functions while providing the operational infrastructure necessary to execute recurring, institution-wide processes consistently and at scale.

Scope and Level of Responsibility

The Senior Academic Coordinator reports to the Director of Curriculum & Academic Administration and works with substantial independence in coordinating assigned academic administrative workflows and operational activities within parameters established by the Director.

The position is expected to:

• anticipate operational and implementation needs;
• establish and maintain appropriate workflow, tracking, and documentation structures;
• manage complex and overlapping timelines;
• coordinate stakeholders across organizational boundaries;
• identify risks, dependencies, incomplete actions, and barriers to completion;
• recommend operational solutions and process improvements;
• monitor progress and ensure timely follow-through; and
• elevate matters requiring substantive academic, policy, regulatory, Core Curriculum, or leadership decisions.

The position exercises independent judgment regarding how assigned workflows are organized, coordinated, documented, tracked, and implemented within established requirements.

Matters involving institutional policy interpretation, substantive curriculum decisions, regulatory determinations, exceptions to established requirements, Core Curriculum subject-matter decisions, or final institutional approvals are elevated to the Director, Core Curriculum Manager, executive leadership, or other appropriate decision-maker.

Initial Strategic Priority New Core Curriculum

During the initial appointment period, a significant priority for the Senior Academic Coordinator will be supporting CAA's responsibilities associated with implementation of the University's new Core Curriculum.

This work will include implementation tracking, stakeholder coordination, documentation, timelines and milestone management, communications support, quality assurance, committee and meeting coordination, training resources, and transition activities.

The position will work collaboratively with the Core Curriculum Manager and other CAA professionals responsible for substantive Core Curriculum administration. This structure allows the Core Curriculum Manager to retain ownership of Core review processes, faculty coordination, petitions, proposals, records, and subject-matter guidance while the Senior Academic Coordinator provides cross-CAA implementation and operational capacity.

As implementation of the new Core matures, the position will continue providing advanced academic administrative coordination across CAA's broader undergraduate curriculum, academic program, compliance, reporting, committee, and institutional workflow responsibilities.

• Bachelor's degree and relevant professional experience in higher education administration, academic affairs, curriculum administration, academic program operations, compliance, workflow coordination, or a related field.
• Demonstrated experience coordinating complex, multistep processes involving multiple stakeholders, approval stages, competing deadlines, and required deliverables.
• Demonstrated ability to independently organize and manage multiple concurrent workflows and priorities with a high degree of accuracy.
• Excellent written, verbal, and interpersonal communication skills.
• Strong analytical, organizational, problem-solving, and critical-thinking skills.
• Experience developing workflows, tracking systems, reports, standard operating procedures, process documentation, training resources, or similar operational materials.
• Ability to interpret and implement detailed policies, procedures, regulations, and institutional requirements within established parameters.
• Demonstrated ability to exercise sound judgment, initiative, discretion, and independent decision-making within assigned areas of responsibility.
• Ability to recognize matters requiring substantive academic, policy, regulatory, or institutional interpretation and appropriately elevate them for decision.
• Ability to work effectively and collaboratively with individuals across organizational levels and functional areas.
• Proficiency with Microsoft Office applications and experience using shared tracking, document-management, curriculum-management, or workflow technologies.

Relevant education and experience may be substituted as appropriate.

• Master's degree.
• Experience in higher education academic affairs, curriculum administration, academic program administration, institutional effectiveness, accreditation, compliance, or related functions.
• Experience supporting university-wide or institutionally significant academic processes.
• Knowledge of undergraduate curriculum, Core Curriculum, and academic program approval processes.
• Experience working with state higher education requirements, governing-board requirements, accreditation expectations, or institutional compliance processes.
• Experience with CourseLeaf or similar curriculum-management systems, workflow platforms, dashboards, or reporting tools.
• Experience developing standard operating procedures, process maps, implementation plans, training resources, webpages, or institutional guidance.
• Experience coordinating faculty committees, governance processes, or cross-functional institutional initiatives.
• Experience working in a large, decentralized research university environment.

$62,000 - $64,000 + depending on qualifications

• This is a full-time, in-person position based at The University of Texas at Austin campus. Regular on-campus presence during the unit's established business hours is required. The position is not designated for a routine remote-work schedule.
  

• 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.