Job Posting Title:

Senior Administrative Program Coordinator

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Hiring Department:

Department of Psychiatry

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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 Until Aug 31, 2025

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Administrative Program Coordinator. Funding is expected to continue. This is a grant funded position with an end date of 8/31/2025, renewable based upon availability of funding, work performance, and progress toward research goals.

Purpose

The Senior Administrative Program Coordinator will provide support to the Assistant Director of Clinical Research with coordination of administrative and research operations for select priority initiatives housed within the Department of Psychiatry and Behavioral Sciences at UT Austin - Dell Medical School, including the Child Trauma Research Network and all donor-funded programs such as the Center for Psychedelic Research and Therapy, Institute of Early Life Adversity, and the Trauma Recovery Center. This position will focus on operations, research administration, budgeting and finance processing, and will provide support for program leadership.

Responsibilities

Coordinate high-priority initiatives involving multiple stakeholders within the Department of Psychiatry, including the Center for Psychedelic Research and Therapy, and Institute of Early Life Adversity Research programs. Assist with development of program strategies and execute project plans.

Develop SOPs for common processes and provide regular budget/HR status updates to department and external stakeholders.

Coordinate all projects to ensure alignment with budget, schedule, and scope. Monitor and ensure adherence to Dell Med School/Department of Psychiatry and Behavioral Sciences financial practices and standards. Review and approve all major budget adjustments.

Utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly track submission and receipt of funds in real time to manage expenses. Responsible for tracking budgets, burn rates, processing of various UT financial documents, coordinating some travel and daily operations of research administration.

Other related duties as assigned.

Required Qualifications

Bachelor’s degree in a field related to the work to be performed and five years of experience coordinating a program or, a Master’s degree and three years of experience. At least 3 years of administrative support experience. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Working knowledge of DEFINE Smartsheet, PowerPoint and Microsoft Excel.

Salary Range

$56,000+ depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation.

Occasional weekend, overtime and evening work to meet deadlines.

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.

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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.