Job Posting Title:

Administrative Program Coordinator for Faculty Affairs

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Hiring Department:

Faculty Affairs

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

At UT Austin, we say “What starts here changes the world.”  As a member of the university community, you will be part of an organization that is internationally recognized for our academic programs and research. Your work will have meaning and make a difference not only in the lives of our faculty, staff, and students, but also those who are impacted by our first-class academic and research programs. 

 
UT Austin provides outstanding employee benefits and total rewards packages that include: 

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) 

Voluntary Vision, Dental, Life, and Disability insurance options 

Generous paid vacation, sick time, and holidays 

Teachers Retirement System of Texas, a defined benefit retirement plan, with 7.75% employer matching funds 

Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) 

Flexible spending account options for medical and childcare expenses 

Robust free training access through LinkedIn Learning plus professional conference opportunities 

Tuition assistance 

Expansive employee discount program including athletic tickets 

Free access to UT Austin's libraries and museums with staff ID card 

Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card 

 

Purpose

The Office of the Executive Vice President and Provost seeks an Administrative Program Coordinator to join the Faculty Affairs team.  The mission of the EVPP Faculty Affairs team is to recruit, retain, and support our extraordinary faculty community by building resources and programs that support career development, enhance instruction abilities, promote scholarship and research, and provide opportunities for mentorship and collaboration.  The Administrative Program Coordinator for Faculty Affairs will be responsible for managing the Harrington Faculty Fellows Program and will broadly support the strategic programs and initiatives of the Faculty Affairs Office.  This position will provide program administration for the Harrington Faculty Fellows Program and other EVPP Faculty Affairs programs and initiatives. 

 

Responsibilities

Function 1: Coordinate program application and selection process

Administer national/international marketing for the Harrington Faculty Fellows Program, including application solicitation and intake. Work closely with university communication staff to coordinate external program communications. Distribute materials to selection committee members, coordinate committee meetings, and ensure timely communication of selection decisions.  Prepare offer letters and assist with onboarding processes for faculty fellows. 

Function 2: Administer program communications, events, and activities 

Serve as the point of contact for all Harrington Faculty Fellows. Provide administrative and event support for monthly fellow meetings, including recruitment and invitations to speakers, coordinating space, catering, and budget tracking. Will similarly manage event administration for Harrington research workshops and conferences, as well as the annual board meeting. 

Function 3: Track program evaluation and communicate program success 

Coordinate with program evaluation consultant to administer experience surveys. Review survey results to implement continuous program improvement. Gather data about past fellows for annual report preparation. Work closely with university communications team to prepare annual reports, press releases, social media posts, and website content. ​

​Function 4: Provide event planning support for Faculty Affairs portfolio

Coordinate logistics for workshops, information sessions, and other special events.  Manage space reservations, coordinate with vendors, assist with event marketing, and process payments. 

Function 5: Provide executive-level support​

Assist in providing executive-level support for leadership in the Faculty Affairs portfolio, including calendar and appointment management.

Function 6: Provide administrative support

Provide administrative support for various Faculty Affairs initiatives and strategic programs

Other duties as assigned.

Required Qualifications

Bachelor’s Degree and at least three years of experience with program administration, event planning, or advanced administrative management functions.   

Proficient with Microsoft Office Suite, including Word, Excel, Outlook, and Teams. 

Excellent organizational skills and attention to detail. 

Demonstrated ability to manage multiple concurrent tasks and respond effectively within assigned deadlines. 

Excellent written, oral/presentation, and interpersonal communication skills. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Five or more years of relevant experience.   

Experience with UT Austin systems, policies, and processes, including university academic HR, travel, purchasing, and payment policies.  

Experience with event planning. 

Demonstrated success in process improvement and implementation. 

Background or familiarity with marketing or graphic design a plus. 

Salary Range

$58,000 + depending on qualifications

Working ConditionsMay work around standard office conditionsRepetitive use of a keyboard at a workstationApplicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visasAble to work remotely in a private and safe space.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisorLetter 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.

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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.

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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.

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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) [PDF]E-Verify Poster (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.