Senior Administrative Program Coordinator for Faculty Affairs

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 an