Administrative Program Coordinator

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Job Details:

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefitsandhttps://hr.utexas.edu/current/services/my-total-rewards

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For more information on college staff professional development, please visit:

https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund

Assists the Associate Director for Research Development to deliver effective programmatic, research, and grant activities on behalf of the Humanities Institute.

• Procurement and purchasing: Coordinate Purchase Orders, Procard payments, and other reimbursements on behalf of HI programs and HI-managed grant personnel. Create efficient processes to track and report on spending for grant and HI personnel. Communicate UT procurement and purchasing rules and guidelines and advise on best practices to complete grant and award business processes. Work with COLA CBS staff to ensure that payments are completed in a timely manner. Engage with external vendors for set-up in UT accounting system.
• Project management: Provide logistical support for HI leadership to manage programming including scheduling meetings, maintaining calendars, keeping minutes, following-up on action items, running award competitions, distributing internal award opportunities, determining best practices for making awards and oversight, promoting awardees, and coordinating with departments and central COLA on administering programs. Oversee grad student project managers and provide them with training, resources, tracking tools, templates, best practices, and other related materials. Develop models and materials for GSPMs to share out with other departments, schools, and universities. Create frameworks to measure GSPM program success and monitors the program to ensure proper functioning.
• Communications and website development: Produce and oversee all HI-related communications including regular newsletters, features on HI research programs and HI-managed grants, distribution of funding opportunities to stakeholders, coordination with departmental and college-level contacts to increase outreach for HI-related opportunities, HI website management and updates. Coordinate co-sponsorship requests, identify endowment funding sources, and provide publicity and graphics for events on as-needed basis Develop webpages and assemble content to feature and represent HI and its various programs for external and internal audiences. Create forms and applications for various HI competitions or programs and coordinate the review process with committee members.
• Events Coordination: Work with HI leadership and HI-supported grants to plan, manage, and execute events in support of various activities, both grant-funded and HI-sponsored. Functions include vendor set-up, PO and contract creation for payments, travel set-up, RTA creation, hotel reservations, car rentals, catering ordering and logistics, ASL coordination, room reservations, on-the-ground logistics, graphic design, social media publicity campaigns, purchasing, coordination with talent and speakers, reimbursements, and coordination with COLA business offices for final payments.
• Human Resources: Oversee hiring of HI personnel and HI-supported grant personnel, including background checks, EID creation, offer letter drafting, obtaining signatures, uploading documents to Workday and/or COLA HR, confirm costing allocations, submit mass hiring processes, create one-time payments, create allowances, create visiting affiliates positions, and submit TRBs. Oversee student hires as they perform work on behalf of HI.
• Travel: Manage all travel for individual faculty researchers on grants, HI programs, and internal HI awards, including coordinating flights, RTAs, TRRs, travel agency facilitation, hotels, per diems, OOEFs, conference registrations, and other related expenses.
• Other related functions as assigned.

Bachelor's degree in related field. At least three years experience coordinating or administering a program. Ability to interact in a professional manner with students, faculty, staff, and the public. Excellent written and oral communication skills. Demonstrated interpersonal skills. Independent decision making and problem-solving ability.

Relevant education and experience may be substituted as appropriate.

Additional experience beyond required qualifications, including oversight of department budgets. Experience using advanced features of UT Box, DocuSign, and extensive Workday knowledge as an HR Partner. Knowledge of or interest in business process improvement. Master's degree in related field.

$52,000 + depending on qualifications

• 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 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.