Events and Administrative Coordinator, Astronomy Program

Job Posting Title:

Events and Administrative Coordinator, Astronomy Program

----

Hiring Department:

Department of Astronomy

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

This position provides event and administrative support to the Astronomy Program. The University of Texas at Austin provides an outstanding benefits package to staff. For more details, please see https://hr.utexas.edu/prospective/benefits.

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%).

• Vision, dental, life, and disability insurance options.

• Paid vacation, sick leave, and holidays.

• Teachers Retirement System of Texas (a defined benefit retirement plan).

• Additional voluntary retirement programs: tax-sheltered annuity 403(b) and a deferred compensation program 457(b).

• Flexible spending account options for medical and childcare expenses.

Purpose

This position will play a crucial role in assisting the Department Chair’s office with planning, communicating, executing, and evaluating events. Other duties will include providing administrative support for summer research programs and completing various administrative and faculty support projects under the direction of the Chair’s office.

Responsibilities

• Event Planning. Assist with planning, developing, and coordinating large meetings, events, workshops, conferences, research seminars, the Tinsley Colloquium, graduate program recruitment and orientation, stewardship meetings, and other departmental events. Includes preparing appropriate event forms and budgets, gathering quotes from outside vendors, reserving event space, ordering catering, producing and ordering communication and event materials, coordinating travel, and helping participants and speakers as needed. May also manage event registration and fee payments. Collaborate and work closely with the Business Office staff to ensure processes and compliance with UT policies and procedures.

• Event Execution. Manages or assists with the onsite logistics during the event, including the setup and breakdown of event spaces, and serves as the day of contact for vendors and other participants. Tracks budgets, gathers receipts and invoices, and coordinates payments and reimbursements. Receives feedback and identifies improvements.

• Administrative Support. Prepare professional communications as requested by the Chair’s office. Schedule and participate in meetings as requested. Respond to all requests promptly. Manage and update department conference room calendars. Process requests for travel authorizations and arrangements, working closely with the travel associate. Assist with reimbursements and the payment process. Coordinate stakeholder activities, routine communication, contracts, monitoring budget, verification of program compliance, and compliance documentation. Develop and maintain strong relationships with faculty, staff, and the Business Office team. Perform other duties as assigned to meet operational needs.

• Undergraduate Programs. Assists with coordinating undergraduate programs, including managing application processes, answering applicant questions, and communicating decisions to all applicants. Manage all logistics planning and assist in the business processes for summer programs, including housing contracts, trips to McDonald Observatory, and evaluations.

Required Qualifications

• High school graduation or GED and at least five years of clerical experience or one year of experience at the Administrative Assistant level with a Bachelor's Degree.

• Experience with Microsoft Office suite, including an intermediate skill level in Excel and Word.

• Strong interpersonal and problem-solving skills, and service excellence.

• Excellent oral and written communication skills, with strong writing and proofreading skills.

• Ability to work independently and as part of a team.

• Ability to interact and maintain productive working relationships with staff, faculty, students, and visitors and maintain a positive and professional demeanor.

• Ability to assess workload and prioritize tasks while demonstrating attention to detail and accuracy to meet deadlines an