IFS Program Coordinator

Job Posting Title: IFS Program Coordinator ---- Hiring Department: Department of Physics ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes The Department of Physics plays a pivotal role in advancing knowledge, nurturing the next generation of physicists, and making a lasting impact on the world of physics. The College of Natural Sciences at UT Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. What starts here really does change the world. For more information about the College of Natural Sciences, please visit https://cns.utexas.edu. The university offers an impressive benefits package including: Employer paid health insurance (employee premiums covered at 100%; spouse and family premiums at 50%) Dental, vision, life and disability insurance options Paid vacation and sick leave Paid holidays Retirement plan For more details, please see: Prospective Employee Benefits (https://hr.utexas.edu/prospective/benefits) and My Total Rewards (https://hr.utexas.edu/current/services/my-total-rewards). Purpose The Institute for Fusion Studies (IFS), in collaboration with the Department of Physics, is seeking a proactive, detail-oriented, and highly organized Program Coordinator to support the institute’s daily operations and facilitate its portfolio of research activities. This position offers an exciting opportunity to contribute to a vibrant research center at the forefront of plasma physics and fusion energy science. Key Responsibilities Administrative Support to the Director Provide comprehensive administrative support to the IFS Director, including calendar management, correspondence, travel coordination, and meeting planning. Serve as the IFS liaison for special events, faculty recruitment activities, and departmental functions, coordinating with Physics department staff as appropriate. Act as a resource for identifying university contacts and offices to resolve administrative issues. Provide guidance on university travel systems and policies to IFS members. Grant and Research Support Maintain accurate records and reports needed for IFS grant reporting and renewals, including data on publications, personnel, students, and sponsored project activities. Support the preparation and submission of grant proposals and renewals in coordination with the Physics Grants and Contracts team. Manage IFS accounts and coordinate with the Physics Department on financial matters, including budget tracking, purchasing, and expense documentation. Oversee procurement of equipment, supplies, and services using IFS-allocated funds, ensuring compliance with UT Austin purchasing policies and procedures. Coordinate with collaborating institutions and the Physics Grants and Contracts team on financial and project administration matters. Visitor and Guest Support Coordinate all aspects of short-term and long-term visitor stays, including lodging, campus access, office assignments, and participation in Institute activities. Manage the IFS visitor list and facilitate affiliate appointments and other administrative needs for visiting scholars. Support personnel onboarding and off-boarding processes, and coordinate with departmental and university HR offices as needed. Communications and Outreach Manage Institute communications, including responses to administrative inquiries, seminar and event announcements, and maintenance of bulletin boards and informational displays. Maintain and update the IFS website and other public-facing materials in coordination with the Director and relevant staff. Maintain IFS personnel records, directory listings, and listserv memberships, updating as personnel join or depart the Institute. With the help of the Physics Event Manager, coordinate planning of IFS seminars, workshops, student and postdoc forums, dissertation defenses, and other Institute events, including room reservations, catering, and AV logistics. Manage event communications, including announcements and reminders via IFS listservs, the Physics Events calendar, and the IFS website. Serve as a liaison with collaborating institutions and research organizations on project administration, workshops, reviews, and site visits. Attend annual department events and workshops to represent Institute. Facilities, Technology, and Office Operations Oversee day-to-day office operations, including mail distribution, supply management, equipment maintenance coordination, and housekeeping requests. Supervise IFS student worker in support of daily institute activities. External Relations and Collaborative Program Support Provide administrative support for joint programs and initiatives conducted in collaboration with the Oden Institute for Computational Engineering and Sciences and other partner organizations. Required Qualifications Bachelor’s degree or equivalent experience in administration, finance, or a related field. Minimum of three (3) years’ experience in budget and expense tracking, financial reporting, processing vendor payments, travel reimbursements, and financial programs. Expertise in coordinating or administering programs in an academic, research, or nonprofit setting. Strong organizational skills and attention to detail. Proficiency with Microsoft Office suite and experience with financial or administrative management systems. Excellent communication and interpersonal skills. Preferred Qualifications Experience with UT financial systems (e.g., DEFINE, UT Market, Workday, or similar platforms). Event planning skills with demonstrated ability to coordinate seminars, workshops, and conferences, including logistics such as catering, scheduling, and reservations. Familiarity with research administration, including assisting with grant management, budget tracking, and compliance with university policies. Experience supporting federally sponsored research programs. Ability to prioritize tasks, manage multiple deadlines, and adapt to evolving program needs. Salary $55,000 DOE Working Conditions Some lifting and moving of equipment may be required. May work in standard office conditions. Required Materials Resume/CV Cover Letter 3 References Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled into your application. The application is one page, and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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