- Manage all financial matters: Monitor BIES account balances, track expenses, and assist with certifying accounts. Initiate and track purchase orders, payment vouchers, expense reimbursements, Payee Information Forms (PIF), and other accounting documents as needed. Initiate and process one-time fellowship awards and reimbursements. Track documents through all stages and maintain records for all transactions. Ensure purchases are made and documented in accordance with University policy; maintain accurate program records. Serve as liaison to, and work closely with, the finance staff of the History Department and College of Liberal Arts.
- Coordinate program events: Coordinate and schedule meetings and events, including room scheduling and set-up, creating and distributing itineraries, and other administrative tasks. Attend program events, both in-person and via Zoom. Work with visiting speakers (including international speakers), various vendors, and finance-related units of the University to facilitate payments. Review contracts and service agreements for various parties. Arrange hotel reservations for visiting speakers and assist with travel arrangements as needed.
- Manage media: Assist in development of publicity materials for BIES programs and events. Distribute announcements across a variety of communication and media platforms (emails, newsletters, website, flyers, social media, etc.) to advertise events and build BIES audience. Manage and regularly update program website.
- Provide administrative support: Manage the daily operational needs of office equipment, mail, and supplies. Provide administrative support to the director, including but not limited to scheduling meetings and events; drafting and finalizing correspondence, calls for applications, and announcements; and developing events, programs, and initiatives. Assist with various administrative projects as necessary and undertake special assignments and projects as assigned.
- Assist with fellowship and donor support: Assist with BIES fellowship support to graduate students and faculty, including setting up and managing application submissions, administrative support to selection committee, and communicating with recipients. Keep track of donations to BIES and assist with letters to donors.
- Other related functions as assigned.
- Typical office environment
- Repetitive use of a keyboard at a workstation
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
- E-Verify Poster (English) [PDF]
- E-Verify Poster (Spanish) [PDF]
- Right To Work Poster (English) [PDF]
- Right To Work Poster (Spanish) [PDF]
Senior Administrative Program Coordinator - Austin, United States - University of Texas at Austin
Description
Job Posting Title:
Senior Administrative Program Coordinator----
Hiring Department:
College of Liberal Arts----
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
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: and
This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work). FWA arrangements are subject to manager approval and may shift due to changes in business needs. The remote location must have a reliable internet connection to support working remotely. UT policies on Flexible Work Arrangements are available at
For more information about the College of Liberal Arts, please visit:
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
For more information on college staff professional development, please visit:
Purpose
This position is expected to start on August 26, 2024.
The Senior Administrative Program Coordinator plays a crucial role in providing program, administrative, budget, event, and other support to the Program in British, Irish, and Empire Studies (BIES). This position requires a highly organized individual with exceptional communication, interpersonal, and time management skills as well as the ability to handle a wide range of administrative and budget support tasks. The successful candidate will work closely with the Director to ensure the smooth operation of BIES programs and initiatives.
Responsibilities
Required Qualifications
Bachelor's degree in Humanities or a related field with at least 5 years of experience in program administration or program coordination. Experience planning, budgeting, and executing small to mid-sized events, including vendor coordination. Excellent and professional interpersonal, verbal, and written communication skills. High level of computer proficiency. Experience with Microsoft Office programs and Adobe. Demonstrated flexibility in terms of mastering new technology and software. Demonstrated organizational skills, and the ability to take initiative, work independently, and manage priorities and deadlines. Experience creating professional reports. Experience working in digital and traditional media. Ability to multi-task effectively and produce high-quality work under time constraints.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Advanced degree in a related field. Over five years of experience administering or coordinating a program. Familiarity with UT Austin and its accounting processes and entertainment policies. Prior experience using UT Austin financial systems such as DEFINE, FRMS, and Point Plus. Experience working in an academic environment and working with faculty, staff, and student populations. Experience using event and publicity platforms for registration and communications (e.g., Constant Contact, MailChimp, Zoom, social media). Familiarity with graphic design software such as Adobe Creative Cloud and ability to assist with basic graphic design for events and email and social media announcements. Demonstrated ability to manage complex responsibilities with minimal supervision. Flexible and able to adapt to changing timelines and circumstances. Positive, professional demeanor.
Salary Range
$61,000 + depending on qualifications
Working Conditions
Required Materials
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.
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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.
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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.
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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.
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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.
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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 For more information about E-Verify, please see the following:
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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