Job Posting Title:

Senior Research Engagement Coordinator, Office of the Vice President for Research, Scholarship and Creative Endeavors

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Hiring Department:

Office of the Vice President for Research, Scholarship and Creative Endeavors

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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:

AUSTIN, TX

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Job Details:

General Notes

The mission of the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.

UT Austin offers a competitive benefits package that includes:  

100% employer-paid basic medical coverage  

Retirement contributions

Paid vacation and sick time

Paid holidays

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

As a core member of the Research Development Research Engagements team, ensures consistently high levels of service to teams of researchers and OVPR leadership in hosting engagements designed to deliver key desired outcomes of advancing investigators’ progress toward pursuing major external sponsored research funding. Special emphasis is placed on engagements with the U.S. Department of Defense (DOD).

Responsibilities

Manages day-to-day operations of research engagements and VIP DOD visitors with attention to DOD specific protocol. Coordinates, gathers, and understands requirements for these engagements and events. Plans events with attention to financial and time constraints. Identifies vendors and confers with stakeholders regarding logistics, event goals, and objectives. Liaises with participants to identify their needs and to ensure customer satisfaction. Works with Research Communications department to promote and publicize events via emails, newsletters, social media, and in person presentations. Uses design software to create event assets. Manages all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc. Creates and maintains electronic files, templates, evaluations, and lessons learned from events. Ensures compliance with UT and OVPR rules and regulations. Collaborates with Defense Research Development colleagues in brainstorming sessions, planning/design meetings, rehearsals, and postmortems. Acts as primary on-site point of contact at events.  

Coordinates campus visits for DOD visitors, including facility/laboratory tours and research presentations. Serves as host for these visits, along with Defense Research Development colleagues. Attends periodic, DOD-relevant offsite events including military research conferences and UT-hosted engagements in Washington, D.C. Coordinates event sponsorship logistics for these offsite engagements and represents UT and OVPR by staffing promotional tables/booths as needed. Communicates pre-departure instructions, itineraries and plans to cohorts of UT investigators attending these offsite engagements.

Uses tools to track information on events. Maintains an inventory of participants and event resources. Provides feedback and periodic reports. Contributes to the overall success of the Research Development portfolio by performing other duties as assigned. 

Required Qualifications

Bachelor’s degree and 5 years of events coordination experience. 

Demonstrated problem solving and effective communication with various interested parties. 

Ability to manage large logistically challenging events. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Deep knowledge of DOD hierarchy, protocol and culture.

Previous experience working in events within a higher education environment. 

Salary Range

$55,000 + depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Travel to Washington, D.C. and to military research conferences. 

Required Materials

Please mark "yes" on the application for required materials. Failure to attach all additional materials listed may affect candidates being considered for the position.

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.