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Senior Administrative Program Coordinator

The University of Texas at Austin
flexible benefit account, sick time, tuition assistance, 403(b), retirement plan
United States, Texas, Austin
101 East 27th Street (Show on map)
Nov 10, 2024
Job Posting Title: Senior Administrative Program Coordinator ---- Hiring Department: Graduate School ---- 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 Selection made by committee and hiring supervisor based on review of on-line applications and results of personal interviews. Hiring decision contingent upon applicant clearing security background check. Must be eligible to work in the United States on a full-time basis for any employer without sponsorship. Work schedule will be determined by discussion with supervisor. You will be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you are the type of person that wants to know your work has meaning and impact, you will appreciate working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to: 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 Training and conference opportunities Tuition assistance Athletic ticket discounts Access to UT Austin's libraries and museums Free rides on all UT Shuttle and Capital metro buses with 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 The Senior Administrative Program Coordinator for the Office of Career & Life Design in the Graduate School supports the delivery of more than 85 student-focused events per year, 4 experiential learning fellowship programs, the graduate student jobs listserv and coordinates high level meetings for constituents across campus. This position is integral to our overall impact in helping graduate students and postdoctoral scholars thrive in and beyond UT Austin. This position reports to the Director of the Office of Career & Life Design, and is part of a curious, creative and student-centered team of dedicated professionals. Responsibilities Event & Resource Management: Working closely with the team, the Senior Administrative Program Coordinator will manage events for the Office of Career and Life Design by overseeing logistics including event registration, honoraria, catering, space reservations, parking, assessment distribution and impact reporting. Event types include but are not limited to; student facing workshops, executive meetings, office retreats, trainings and employer facing site visits. This position is also responsible for managing all aspects of the contracts process, working closely with graduate school leadership and university contracts to ensure timely delivery of new platforms or services. They will liaise with all constituents to ensure exceptional delivery of workshops and events, resource distribution, and strong business relationships within and beyond the university. The person should be both creative and resourceful in their approach to event design and execution, demonstrating clear alignment between event goals, budget and outcomes. They will also provide support to graduate student events such as orientations, commencements and scholarship/fellowship awards receptions. The successful candidate will also provide analysis and reporting to internal and external interested parties used in developing and revising related policies and procedures, and in funding application and reporting. Program, Awards and Grant Coordination: Working closely with program leads, design processes that ensure timely delivery of signature programs, are within budget and align with UT policies. Coordinate award selection processes including organizing application materials, distributing selection rubrics and scheduling meetings and interviews. Invoice organization clients and follow up/track payments. Disburse financial awards to students/scholars ensuring accurate and timely distribution. Coordinate Archer program administration and enrollment for all selected fellows. Manage invoicing process for all external clients and provide financial reports on all grants. Signature programs are expected to grow and include the Graduate Archer Fellowship program, Reimagining Professional Development, CONNECT and The PhD Pathways Program. Travel & Meeting Coordination: Support schedule coordination for the Director, especially for large and complex meetings with multiple stakeholders including external constituents. Communicate proactively and professionally with all stakeholders. Distribute meeting agendas, take notes and participate in team and cross-departmental meetings, archive and distribute agenda and notes to meeting participants. Coordinate travel and reimbursements for the office, invited speakers, and guests. Provide guidance on finance and travel policies and procedures to the team and keep abreast of evolving policies. Listserv Management: Manage the grad student jobs listserv by approving and declining jobs and providing communication about the listserv policies to relevant stakeholders. Actively monitor the listserv ensuring that all posted positions are quickly distributed to students and provide reports on jobs posted and overall distribution to team. Manage additional listservs as needed. Teamwork, Professional Development & Service: Engage in professional development and service opportunities that contribute to individual learning and growth leading to the overall success of the office. Opportunities include participation in training and development, professional organizations, and committee participation at the department, division and university level. Required Qualifications Bachelor's degree and at least 5 years of experience in event management. Strong attention to detail and ability to create processes that increase efficiency. Strong written communication skills with the ability to tailor messaging to different audiences. Interest in learning new tools and processes to increase impact. Experience with grant management or working with funding agencies in some capacity. Demonstrated ability to navigate ambiguity and work in a fast-paced and deadline driven environment. Positive, solution-focused work ethic. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience working in higher education and demonstrated interest in supporting graduate students and postdoctoral scholars. Experience with UT Austin financial and human resources systems and processes, with an interest or experience in using AI and other tools to implement more effective administrative processes. Direct experience managing different funding sources, contracts and reporting. Creativity in event planning and familiarity with Austin spaces and caterers a huge plus. Willingness to think outside the box, proactively come up with solutions and to sometimes fail. Salary Range $65,000 + depending on qualifications Working Conditions Use of manual dexterity. May work around standard office conditions. Repetitive use of keyboard at a workstation. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. ---- Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. ---- Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. ---- E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English) [PDF] E-Verify Poster (Spanish) [PDF] Right To Work Poster (English) [PDF] Right To Work Poster (Spanish) [PDF] ---- Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.