Job Posting Title:

Assistant Program Coordinator, Core Facilities

----

Hiring Department:

Office of the Vice President for Research, Scholarship and Creative Endeavors

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

Under the Vice President for Research, Scholarship and Creative Endeavors, research core facilities provide essential resources and expertise to support scientific research across various disciplines. These facilities offer access to specialized equipment, technologies, and services that enable researchers to conduct experiments, analyze data, and advance their work. By facilitating access to shared resources and fostering interdisciplinary collaboration, Texas Research core facilities play a crucial role in driving scientific discovery and innovation.

UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• Eligible for hybrid work

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

The Assistant Program Coordinator provides administrative support and coordination assistance for events, initiatives, and educational programming within the research core facilities portfolio, with a focus on ensuring seamless execution, stakeholder satisfaction, and enhancing awareness to maximize impact.

Responsibilities

Provide coordination assistance for internal events and outreach initiatives.

• Oversee and manage logistics for outreach events, including location coordination, catering arrangements, and expense documentation submission.
• Create communication assets such as invitations, flyers, and newsletters, distributing them among the research community.
• Proactively monitor planning progress, identify potential obstacles, and implement strategies for mitigation while maintaining regular communication to ensure successful execution.
• Act as a central point of contact for stakeholders, facilitating smooth coordination and communication to ensure all aspects of internal events and outreach initiatives align with organizational objectives and timelines and budgets.

Provide administrative support for meetings, outreach initiatives, and internal events.

• Collaborate with the Core Facilities Program Coordinator to establish clear project scopes, roles, and expectations that align with organizational objectives.
• Offers scheduling assistance and manages shared calendars including creating detailed agendas, meeting notes, post-event summaries, and providing calendar support for the Assistant Vice President for Research, Core Facilities.
• Engage with university and community stakeholders to foster relationships, streamline work processes, and identify potential outreach and partnership prospects.
• Act as the liaison to relay website updates and event announcements to the OVPR IT team.

Provide senior administrative support for the Center for Biomedical Research Support (CBRS) short course and summer school programming.

• Collaborate with CBRS leadership to develop and maintain the course catalog and course administration software.
• Generate and disseminate marketing content to promote courses and engage with students during the enrollment process.
• Document registration details and create registration reports.
• Serve as the primary point of contact for students, providing customer service support including registration confirmation and post-course survey administration.

Performs other duties as assigned.

Required Qualifications

• Bachelor's degree in a relevant field such as business administration, event management, communications, or a related area and at least 3 years of clerical experience.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Excellent communication skills, both written and verbal, can effectively interact with a range of stakeholders including faculty, staff, students, and external partners.
• Attention to detail and accuracy, particularly in managing logistics, documentation, and financial records.
• Ability to work independently as well as collaboratively in a team environment.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Direct experience creating, coordinating, and executing events.
• Experience in project management or administrative support in an academic or research environment.
• Proficiency in computer applications such as Microsoft Office Suite and Canva.
• Demonstrated ability to learn complex organization, policies, and procedures related to the position.

Salary Range

$50,000 depending on qualifications

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity

Work Shift

Hybrid and flexible work arrangements are possible.The hours are generally M-F, 8a-5p, though some flexibility in hours is available.Hybrid work arrangements are generally 3 days in-person and 2 days remote with some flexibility.On rare occasions after-hours and weekend work hours may be required

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for 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.