Program Specialist or Program Coordinator - Study Abroad

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has also been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UT San Antonio Today or on X, Instagram, Facebook, YouTube or LinkedIn.

Program Specialist Salary Range: $40,500 - $44,500 annualized, commensurate with education, experience, and qualifications.

Program Coordinator Salary Range: $46,500 - $51,000 annualized, commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 10/23/2026. At the discretion of the hiring department, this posting may close once a sufficient number of qualified applications have been received.

Required Application Materials:

•    Resume is required
•    Cover Letter is required

Job Summary

The Program Specialist, Study Abroad, is an entry level position responsible for advising and carrying out daily operations of UTSA Study Abroad at the University of Texas at San Antonio. This role will serve UTSA's student population in support of UTSA Study Abroad's central function of enhancing and promoting international opportunities for students, faculty and staff.  The Program Specialist for Study Abroad is responsible for communicating with various offices and departments across campus, in-country partners, and international partners.  The duties of this role align with UTSA's vision of providing access to educational excellence and preparing citizen leaders for the global environment.

The Program Coordinator, Study Abroad, is an experienced professional responsible for coordinating the daily operations and logistics of the study abroad programs at the University of Texas at San Antonio. This role will serve a varied UTSA student population in service of UTSA Study Abroad's central function of enhancing and promoting international opportunities for students, faculty and staff.  The Program Coordinator for Study Abroad is responsible for coordinating efforts with various offices and departments across campus, in-country partners, and international partners.  The duties of this role align with UTSA's vision of providing access to educational excellence and preparing citizen leaders for the global environment.

Core Responsibilities

Program Specialist

1. Assists with managing a portfolio of programs including, but not limited to: reciprocal exchange, affiliated, faculty-led, global study centers, and internship/experiential.
2. Provides effective and accurate study abroad advising, facilitates pre-departure orientation sessions for students, and completes routine correspondence with prospective participants, applicants, and with students during and post-study abroad. 
3. Fosters professional relationships with key academic advisors and faculty, develops a strong understanding of the academic structure of degree plans and conducts activities in support of mutual goals. 
4. Interacts with university departments, special groups and external agencies to coordinate resources and communicate/market programs.
5. Provides timely information and advice to students (individually and groups) regarding program options, the resources available, and university policies.
6. Becomes a competent user of Terra Dotta study abroad application portal software.
7. Schedules and carries out activities in assigned programs and projects.
8. Produces and distributes program materials. Supports promotional events such as biannual study abroad fair, tabling, “UTSA Day,” etc.
9. Collects data from various sources and analyzes for accuracy, completeness and relevance. Prepares statistical, technical, financial and confidential reports, charts and graphs.
10. Creates electronic documents such as Business Expense Forms (BEF), Facilities Services request forms.
11. Collaborates with and delegates to student associates who support the unit.
12. Supports visiting exchange students, Gilman scholars and peer ambassadors.
13. Performs other duties as assigned.

Program Coordinator

1. Assists with managing a portfolio of programs including, but not limited to: reciprocal exchange, affiliated, faculty-led, global study centers, and internship/experiential.
2. Acts as lead for study abroad and exchange student advising, pre-departure orientation and correspondence. 
3. Builds and maintains professional relationships with key academic advisors and faculty, develop a strong understanding of the academic structure of degree plans and departmental goals related to internationalization, identify opportunities for academic collaborations, and conduct activities in support of mutual goals. 
4. Serves a primary point person for maintenance and support of Terra Dotta study abroad application portal software.
5. Plans, schedules and coordinates activities in assigned programs and projects.
6. Ensures program needs are met through resources planning, tracking and management. 
7. Produces and distributes program materials. Coordinates marketing and communication activities for program, including use of best practices to develop effective and sensitive social media strategies. Assists with event planning logistics for biannual study abroad fair, tabling, and other related promotional events.
   Maintains tracking and reporting systems to monitor program/participant progress and results. Provides data and progress/status reporting as necessary for
8. program sponsors and other university personnel. Creates reports to reflect student progress; assists in the creation and maintenance of internal controls to protect student confidentiality and program reporting. 
9. Offers dedicated support of UTSA Global Study Centers.
10. Evaluates program activities and makes recommendations for changes and enhancements. Makes recommendations to ensure program evolves as necessary to continue to serve mission.
11. Maintains tracking and reporting systems to monitor program/participant progress and results. Provides data and progress/status reporting as necessary for program sponsors and other university personnel. Creates reports to reflect student progress; assists in the creation and maintenance of internal controls to protect student confidentiality and program reporting. 
12. Prepares complex reports and documentation as required by regulatory agencies and institutional policies.
13. Provides training and supports Program Specialist and supervises student associates who support the unit.
14. Mentors and guides visiting exchange students, Gilman scholars and peer ambassadors.
15. Performs other duties as assigned.

Required Qualifications

Program Specialist

• High School Diploma, Vocational Training, or Apprenticeship in a related field.
• Three (3) years of related work experience.
• This position may require the ability to maintain the security and integrity of UT San Antonio and its infrastructure per Texas EO-GA-48.

Program Coordinator

• High School Diploma, Vocational Training, or Apprenticeship in a related field.
• Five (5) years of related work experience.
• At the department's discretion, a combination of education and experience may be considered on a one for one basis.
• This position may require the ability to maintain the security and integrity of UT San Antonio and its infrastructure per Texas EO-GA-48.

Preferred Qualifications

• Bachelor's Degree in a related field.

Knowledge, Skills, and Abilities

Program Specialist and Program Coordinator

• Good public speaking and interpersonal skills.
• Outstanding organizational and time management skills.
• Excellent verbal and written communication skills.
• Knowledge of Banner.
• Knowledge of Terra Dotta.

Program Specialist

• Takes initiative and uses independent judgement.
• Strong verbal and written communication skills.
• MS Office experience (Word, Excel, PowerPoint, Outlook).

Program Coordinator

• Advanced MS Office experience (Word, Excel, PowerPoint, Outlook).
• Knowledge of data management operations and ability to generate high quality reports.
• Demonstrates competent decision-making and problem-solving ability.
• Basic understanding of administrative procedures such as record keeping and digitally filing documents

Working Conditions

• Office Environment. Ability to travel to and from meetings, training sessions or other business-related events (domestically). After hours and weekend work or overtime may be required on an occasional basis. 

Physical Demands

• Sedentary work; sitting most of the time. Jobs are sedentary, if walking and standing are required, only occasionally. Exerts up to 10 lbs. of force occasionally.

This position will work both on campus and remotely in Texas. Travel and parking expenses are the employee's responsibility.

This position is contingent upon a successful background check. Verification of a valid driver's license and Motor Vehicle Record (MVR) may be completed as applicable. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination.