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:

General Notes

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 instructional abilities, promote scholarship and research, and provide opportunities for mentorship and collaboration. 

Purpose

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 Travel Grant Program, Professional-Track Conference Attendance Program, and the Provost’s Distinguished Leadership Service Academy. 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: 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. Coordinate with units across campus during the planning, arranging, and implementation of Faculty Affairs programs, events, and initiatives. 

Function 3: Administrative Executive Support

Assist in providing executive-level support for leadership in the Faculty Affairs portfolio, including calendar and appointment management (e.g., meetings, business trips, conferences, teaching engagements, etc.) and targeted administrative support. 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.

Function 4: General Program and Administrative Support

Manage resource email accounts to ensure timely communication between Faculty Affairs Office and stakeholders across campus.  Process travel authorizations and reimbursements, arrange travel accommodations, and process invoice payments and reimbursements. Compile reports, assist with process documentation, ensure relevant program websites and resources remain up-to-date, and support effective and compliant records management.

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

$57,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.