Job Description

Job Posting Title:

Senior 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

The Office of the Executive Vice President and Provost seeks an engaged and motivated candidate to serve as the Senior Administrative Program Coordinator for Faculty Affairs. 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.

Purpose

The Senior Administrative Program Coordinator for Faculty Affairs will be responsible for providing advanced event and program administration support for key events, programs, and initiatives spearheaded by the Faculty Affairs portfolio. This position will play a crucial role in coordinating and managing faculty development events and programs that serve and support faculty of all ranks across campus and directly support the mission of the Faculty Affairs office.

Responsibilities

• Event Coordination – Lead event planning efforts for multiple high-profile, complex events organized by Faculty Affairs. Arrange speakers, manage space reservations, coordinate with caterers and vendors, coordinate travel, and process payments. Develop budget estimates for events, track expenditures, and ensure that expenses do not exceed budgeted funding. Coordinate with units across campus during the planning, arranging, and implementation of Faculty Affairs programs, events, and initiatives.
• Program Coordination – Serve as program coordinator for various faculty development programs within the Faculty Affairs portfolio. 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.
• Marketing and Communications – Coordinate marketing and communications for key Faculty Affairs programs and events. Draft and edit communications, create marketing materials, target appropriate stakeholders, and provide timely feedback on program outcomes and success. Work closely with university communication staff to coordinate marketing and communication efforts across the portfolio. Serve as a representative of Provost’s Office when interfacing with faculty, university administrators, and external stakeholders, maintaining a high level of professionalism in all written and verbal communications. Executive Searches – Provide administrative support for national searches for dean, senior vice provost, and other executive-level positions. Work with the 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.
• Administrative and Executive Support – Assist in providing executive-level support for leadership in the Faculty Affairs portfolio. 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. Document workflows and processes for all assigned tasks and support records retention and documentation needs of the unit.
• Other duties as assigned

Required Qualifications

• Bachelor’s Degree and at least five years of experience with program administration, event planning, or advanced administrative management functions.
• Demonstrated ability to work in a fast-paced environment, adapt to shifting priorities, and meet all deadlines and assignments.
• 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.
• Proficient with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor’s Degree and more than five years of experience with program administration, event planning, or advanced administrative management functions.
• Experience with UT Austin systems, policies, and processes, including university travel, purchasing, and payment policies.
• Experience with planning large and complex events.
• Demonstrated success in process improvement and implementation.
• Background or familiarity with marketing or graphic design a plus.

Salary Range

$70,000+ depending on qualifications and experience

Working Conditions

• 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. Position may be eligible for hybrid work.

Work Shift

• Hybrid work schedule may be available. In-person work is expected three days/week and for special events. Occasional evening or weekend hours may be necessary for special events.

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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 and 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.

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