The Administrative Program Coordinator works collaboratively with department and University staff to support programs and goals within the Academic Programs department. They are involved in supporting courses, students, instructors, staff, and others related to the program. They coordinate marketing efforts, oversee student surveys and course feedback, prepare reports and financial statements, monitor program quality and effectiveness, research improvement methods, manage program expenditures, and other general support of the program.
This position is an integral part of the Academic Programs team, working collaboratively with colleagues to oversee student services and program support. This position will report directly to the Director of Academic Programs.
They will support the University of Utah’s and UCL’s goals and mission including creating a more inclusive and welcoming environment for all peoples and representative of the communities we serve.
This position is an integral part of the Academic Programs team, working collaboratively with colleagues to oversee student services and program support. This position will report directly to the Director of Academic Programs.
They will support the University of Utah’s and UCL’s goals and mission including creating a more inclusive and welcoming environment for all peoples and representative of the communities we serve.
Responsibilities
- Oversees administrative matters regarding the day-to-day operations,
- procedures, and activities for the Academic Programs team.
- Coordinates all logistical and scheduling related details, including maintaining calendars and tracking deadlines.
- Provides support for the program and advises students, instructors, staff and others via email, phone/voicemail, and other communications
- Leads marketing efforts for the team, including regular communication with team members and the marketing team account executive to submit requests, manage projects, share ideas and gather input, meet required deadlines and goals, and support other marketing efforts, as needed
- Monitors website content, as needed, and requests regular updates to our websites
- Builds and maintains the project management software for the team, to assist with tracking of important projects, tasks, dates, deadlines, and scheduled reports
- Develops and implements program goals and objectives
- Monitors program quality and effectiveness and researches improvement methods
- Prepares reports, financial statements and records on program status and progress for staff, leadership and campus partners
- Requests security access for the team, including grading, student record authorizations, course feedback results, Canvas, PeopleSoft and others as needed
- Monitors student enrollment and processes requests for adds, drops, refunds, and other changes and progress markers
- Prepares, collects, distributes and summarizes student surveys and course feedback each semester
- Manages program expenditures, financial transfers between departments, and works with students to clear up balances due.
- Ensures all supporting financial documents are completed accurately and in a timely manner
- Verifies accuracy on classes and fees published in the U’s Class Schedule and on the Continuing Education website, submit changes as needed
- Serves on various committees within the department and the University
- Other duties as assigned
DISCLAIMER
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.
Minimum Qualifications
Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related experience
Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.
Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Two or more years related experience
University of Utah and/or Higher Education experience preferred
Experience working with students and instructors preferred
Works well independently
Strong written and verbal communication, coordination, and organizational skills, along with the ability to prioritize deadlines, analyze and make informed decisions related to program
Computer experience with Microsoft Office (Outlook, Teams, Excel, Word), project management software (Wrike), data systems (Tableau, PeopleSoft), surveys (Qualtrics), CRM (SalesForce), and Box (cloud storage)
Bachelor’s degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work experience).
Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines.
Demonstrated human relations and effective communication skills are preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
University of Utah and/or Higher Education experience preferred
Experience working with students and instructors preferred
Works well independently
Strong written and verbal communication, coordination, and organizational skills, along with the ability to prioritize deadlines, analyze and make informed decisions related to program
Computer experience with Microsoft Office (Outlook, Teams, Excel, Word), project management software (Wrike), data systems (Tableau, PeopleSoft), surveys (Qualtrics), CRM (SalesForce), and Box (cloud storage)
Bachelor’s degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work experience).
Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines.
Demonstrated human relations and effective communication skills are preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Type
Benefited Staff
Special Instructions Summary
Additional Information
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * Do you have a bachelor's degree or equivalency (one year of education can be substituted for two years of related work experience)?
- Yes
- No
- * How many years of directly related work experience do you have?
- Less than 1 year
- 1 year or more, but less than 2 years
- 2 years or more, but less than 5 years
- 5 years or more, but less than 8 years
- 8 years or more
Applicant Documents
Required Documents
Optional Documents
- Resume
- Cover Letter
- List of References
Open Date
06/02/2025
Requisition Number
PRN42052B
Job Title
Coordinator, Administrative Program
Working Title
Coordinator, Administrative Program
Job Grade
D
FLSA Code
Administrative
Patient Sensitive Job Code?
No
Standard Hours per Week
40
Full Time or Part Time?
Full Time
Shift
Day
Work Schedule Summary
Monday-Friday, 8:00am-5:00pm
Hybrid work opportunity.
Hybrid work opportunity.
VP Area
Academic Affairs
Department
00173 - University Connected Learning
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
$49,000-$53,000
Close Date
09/02/2025
Priority Review Date (Note - Posting may close at any time)
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