Faculty Affairs Coordinator

Job Posting Title: Faculty Affairs Coordinator ---- Hiring Department: Faculty Affairs ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Jun 22, 2026 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes 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 Generous 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 Robust free training access through LinkedIn Learning plus professional Tuition assistance Expansive employee discount program including athletic tickets Free 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 Provide high-level administrative and operational support for faculty initiatives within the Office of the Executive Vice President and Provost, particularly in regards to the Civitas Institute and the Clements Center. This includes, but is not limited to, supporting faculty recruitment, faculty lifecycle management, business operations, coordination of administrative processes, faculty searches, onboarding activities, and related financial and contractual functions. Responsibilities EVPP Faculty Affairs Administration Serve as the primary administrator for EVPP faculty HR processing, coordinating tasks across the full faculty lifecycle in compliance with guidelines and policies from the Provost’s Office, University, and UT System. This includes, but is not limited to: Recruitment & Hiring: Assist with faculty search coordination, prepare and route faculty hiring documentation, draft offer letters, and coordinate onboarding logistics (IT setup, keys & building access, parking, system access, background checks, I-9, orientation) in collaboration with the EVPP operations team. Faculty Appointments & Compensation: Manage the full lifecycle of faculty appointments, including renewal, inactivation, and reactivation of professional-track faculty; processing of joint, courtesy, and academic affiliate appointments; coordination of endowed fellow, chair, and professorship appointments; and administration of emeritus nominations. Evaluation: Coordinate all faculty evaluation types—annual reviews, mid-probationary reviews, comprehensive periodic reviews, and promotion and tenure—including dossier preparation and routing, in coordination with candidates, committees, CSU leadership, and the Provost’s Office.  Leave & Separations: Process faculty leave requests (FML, leave without pay, modified instructional duties). Coordinate resignation processing, terminations, and retirement in accordance with benefits requirements and Provost’s Office guidelines.  Policy Guidance & Compliance: Serve as a front-line resource for faculty and institute leadership on faculty HR policies and procedures; develop and maintain unit-level policies, procedures, and governance structures in coordination with leadership and in alignment with Provost’s Office, University, and UT System policies and guidelines.  Demonstrated capability to prioritize effectively between the differing needs of stakeholders Contracts, Financial Processing, & Business Operations Support business operations and financial workflows for key EVPP units, including Civitas.  Collaborate with the Business Operations team  with preparation and processing of contracts related to faculty and program activities including managing vendor relationships.  Coordinate reimbursements and payment processing for submission to the Business Operations team.  Support travel coordination including flight and accommodation arrangements. Work with Business Affairs teams to ensure accurate financial documentation and compliance.  Support expenditures to and from faculty accounts (start-up, grants, etc.). Strategic Administrative and Program Support Provide administrative coordination for strategic initiatives and programs including, but not limited to, the President’s Faculty Advisory Cohort (PFAC) and Faculty Instructional Support and Development (FISD).  Support implementation of key projects and initiatives.  Develop timelines, track deliverables, and maintain project documentation for key initiatives.  Coordinate communications and materials supporting key activities.  Maintain organized electronic and administrative records.  Support scheduling and meeting planning for key convenings. Events and Programming Support Provide logistical coordination for workshops, meetings, and events.  Coordinate scheduling, space reservations, catering, parking, and other vendor logistics; submit Official Occasion Expense Forms and secure approval for needed resources. Assist with event communications and payment processing.  Support execution of programming and special initiatives.  Perform other related functions as assigned.  Required Qualifications Bachelor’s degree and at least three (3) years of professional administrative experience.  Excellent written and verbal communication skills.  Strong organizational, time-management, and detail-oriented skills.  Demonstrated ability to manage multiple projects simultaneously.  Ability to maintain confidentiality and manage sensitive information.  Demonstrated professionalism, tact, and diplomacy.  Ability to work independently and collaboratively.  Experience coordinating logistics, scheduling, or administrative operations.  Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience working within UT Austin administrative systems and processes.  Experience supporting faculty affairs, academic personnel, or higher education administration.  Familiarity with Interfolio or faculty recruitment systems.  Experience processing contracts, reimbursements, or financial transactions.  Experience coordinating academic searches or onboarding processes.  Experience organizing campus-wide meetings or events.  Demonstrated capability to prioritize effectively between the differing needs of stakeholders Salary Range $60,000 depending on qualifications Working Conditions May work around standard office conditions. Repetitive use of a keyboard at a workstation. Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas. This is an Austin, TX-based position. Work Shift Hybrid work schedule may be available. In-person work expected three days/week and for special events. 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 that ALL Required 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 questions presented 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 and 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. Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000 students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site. Comments and Inquiries: Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus