Administrative Program Coordinator for Faculty Affairs

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Position Open To:

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Weekly Scheduled Hours:

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Earliest Start Date:

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Job Details:

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 coordination of key strategic programs and will broadly support the initiatives of the Faculty Affairs Office.

Responsibilities

Function 1: Program Coordination

• Serve as program coordinator for various programs within the Faculty Affairs portfolio, such as the Faculty Development Leave, Faculty Development Award, and Faculty Travel Grant programs. Manage all related events, update and maintain request systems, work with Faculty Affairs leadership to update program guidelines annually, communicate program guidelines to campus stakeholders, and ensure adherence to EVPP program guidelines. Work with Faculty Affairs leadership and university communication staff to coordinate program marketing and communications.

Function 2: Executive Searches

• Provide strategic support for national searches for dean, senior vice provost, and other executive-level positions. Work with Director of Faculty Affairs to solicit proposals from search firms, write contracts and related addendums, coordinate review and execution of contracts, organize search-related events and meetings, supervise faculty voting process for the creation of consultative committees, and provide planning and logistical support for candidate visits and interviews.

Function 3: Event Coordination and Logistics

• Coordinate logistics for workshops, information sessions, and other special events. Manage space reservations, coordinate with vendors, assist with event marketing, and process payments.Provide support for programs and initiatives managed by the Vice Provost for Professional-Track Faculty and Faculty Development Office as needed. Coordinate with units across campus during the planning, arranging, and implementation of Faculty Affairs programs, events, and initiatives.

Function 4: Administrative Executive Support

• Assist in providing executive-level support for leadership in the Faculty Affairs portfolio, including calendar and appointment management. Review and edit correspondence, maintain records, and communicate with stakeholders and central offices with a high level of accuracy and confidentiality, ensuring compliance and oversight with all governing policies.

Perform other related functions as assigned

• 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.

• 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.

$58,000 + depending on qualifications

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position.
  

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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.