Administrative Program Coordinator for Faculty Affairs

Job Posting Title:

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:

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

Required Qualifications

• 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.

Preferred Qualifications

• 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.

Salary Range

$58,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Applicants must be legally author