Senior Administrative Program Coordinator

Job Details

:

General Notes

• Occasional travel using rental or personal vehicle.

• Weekend or evening work based on project needs.

• May require air travel and overnight stay occasionally.

Purpose

This position supports Dana Center teams that support educators, administrators, and policymakers in creating seamless transitions throughout the K–16 system for all students. Plan and coordinate all logistical details for events, including in-person and virtual meetings, webinars, conferences, and special events around the United States. Assist with creation of external and internal websites for projects and clients. Use project management processes and tools to streamline and improve operations. Lead communication between administrative, communications, research, and evaluation teams to address needs and establish protocols.

Responsibilities

• Plan and coordinate all logistical details for events, including in-person and virtual meetings, webinars, conferences, and special events using the Smartsheet online platform.

• Participate in cross-functional projects. Support the development of resources. Manage organizational calendars, capture project milestones, track invoices, submit purchase orders requests for processing, review vendor contracts, and other tools related to project management.

• Facilitate communication among Dana Center staff, external service providers and consumers of services, resolving or redirecting issues in a timely fashion, assessing, researching, and prioritizing internal and external correspondence, and drafting responses or responding directly as appropriate.

• Participate in processes and activities designed to establish an organizational culture that supports learning, collaboration, and collective responsibility in order to enhance professional relationships, job satisfaction, and organizational effectiveness. Support the needs of the Center.

• Participate in processes and activities designed to establish an organizational culture that supports learning, collaboration, and collective responsibility in order to enhance professional relationships, job satisfaction, and organizational effectiveness.

Required Qualifications

• Bachelor’s degree and minimum five years of experience in project coordination or administration

• Proven ability to plan, prioritize, and manage multiple tasks efficiently in a fast-paced environment

• Exceptional attention to detail, sound judgment, and strong problem-solving capabilities

• Strong interpersonal skills with the ability to collaborate across teams and engage internal and external stakeholders

• Skilled in proofreading and editing, with a focus on maintaining consistency in format and style

• Experience coordinating events and utilizing web-conferencing platforms

• Flexible and adaptable to evolving priorities and working styles

Preferred Qualifications

• Proficient in Smartsheets, Canvas, Qualtrics, and Zoom for project coordination, data collection, and virtual collaboration

• Skilled in advanced MS PowerPoint features, including animations, transitions, and custom formatting for impactful presentations

• Experienced in building dynamic Excel templates using formulas, data validation, and sorting/filtering tools to streamline data analysis

• Adapt at navigating and integrating multiple digital platforms to support efficient workflow and communication across teams

• Bilingual in English and Spanish.

Salary Range

$60,000 + depending on qualifications

Working Conditions

• May work around standard office condition

• Repetitive use of a keyboard at a workstation

• Position may be considered for a hybrid work environment at the discretion of the Dana Center

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.

----

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.

----