Senior Administrative Support Coordinator

Job Posting Title:

Senior Administrative Support Coordinator

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Hiring Department:

Educational Psychology

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-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 university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, an expansive employee discount program, including athletic tickets. Free access to UT Austin's libraries and museums with a staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with a staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

This position will provide administrative support to the Department of Educational Psychology with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

Responsibilities

• Course Inventory maintenance – Update course inventory in Course Inventory Management (CIM) during open periods set by Official Publications. Work with program Area Chairs to ensure course inventory is up to date and in compliance with university standards, including retiring courses and proposing new courses in anticipation of future offerings and program needs. Maintain the FileMaker system for curriculum and course details. 
• Course Scheduling - Serve as department course scheduler: enter EDP course schedule into Class Manager System during scheduled access periods. Process late schedule changes in the Course Schedule Update (CSU) system as-needed. Maintain the course scheduling FileMaker system. Market courses to target audiences as-needed / on request. Work closely with program Area Chairs and department leadership to plan curriculum for upcoming years, and maintain the EDP Multi-Year Course Schedule in Excel. 
• Course Reporting, Grades, Final Exams & Course Evaluations – Manage course instructor surveys (CIS) and course evaluation surveys (CES) in UT systems. Manage the FaSET system updates each semester (instructor CV and syllabi collection and upload); maintain departmental syllabus archive. Serve as the grade representative for the department: oversee grade submission by faculty and instructors of record, request deadline extensions, process updates of academic records, and record grades for individual instruction. Request final exam information from instructors and input it into the Final Exam Request system.
• Undergraduate Program Liaison - Manage EDP Undergraduate Minor: maintain EDP Minor listserv, communicate regularly with students in the minor, and answer minor-related inquiries. Share EDP Minor information with students at the campus-wide Minor and Certificate Fair. Serve as liaison for the development of new undergraduate certificates.
• Room Scheduling - Manage departmental room reservations for courses, meetings, and events. Coordinate room reservations for classroom needs, including both GPC and EDP classrooms; work with other departments to reserve rooms if a classroom is not available. Maintain the EDP Room Scheduling system.
• General Department Communication – Assist with primary office voicemail and email inbox and reply/distribute as-needed. Moderate listserv email requests. Maintain login authorizations for UT Mainframe, and EID management for departmental faculty and staff as DPUSER departmental contact.
• Other duties as assigned.

Required Qualifications

Clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level, with a High School Diploma or GED or Bachelor’s Degree with at least one year of experience working with college students in an administrative or advising capacity.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Demonstrated ability to work as a member of a team in a dynamic environment and a commitment to service excellence.

Knowledgeable of university resources, policies, and academic systems.

Proficient in MS Excel, MS Forms/ShareP