Magazine and Membership Coordinator, McDonald Observatory

Job Posting Title: Magazine and Membership Coordinator, McDonald Observatory ---- Hiring Department: McDonald Observatory ---- 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 McDonald Observatory and Department of Astronomy promote excellence in research and education within the Astronomy Program. As one of the top-ranked astronomy programs nationwide, we lead innovative research in cosmology, galaxy formation and evolution, stellar development and star formation, exoplanetary systems, the Solar System, and instrumentation. We are also a key founding partner in the next-generation Giant Magellan Telescope. The Magazine and Membership Coordinator will manage StarDate magazine subscriptions and support Friends membership activities that advance the education and public outreach mission of McDonald Observatory and The University of Texas at Austin. The successful candidate will have a strong customer service focus, be a self-starter who can work independently and as part of a team to meet shared and individual goals, and have demonstrated the ability to be flexible, adaptable, and responsive. The University of Texas at Austin provides an outstanding benefits package to staff. For more details, please see https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards. 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 Purpose This position manages StarDate magazine subscriptions and supports Friends membership activities that advance the education and public outreach mission of McDonald Observatory and The University of Texas at Austin. Subscription processing includes marketing, distribution, gift processing assistance, records management, and member communications. Serving as a primary point of contact for the public, this position provides excellent customer support via phone, email, and in-person engagement. This position also collaborates across observatory teams on marketing, outreach, and program initiatives to grow audiences for astronomy education and outreach. Responsibilities Coordinate StarDate magazine subscription processing and distribution. Process magazine orders received via stardate.org, mail, and phone. Maintain subscriber records and generate reports to support circulation and business operations. Print and distribute renewal letters, and coordinate annual sales letters and gift subscription mailings. Coordinate StarDate magazine marketing and production. Solicit bids and secure printing contracts. Develop and expand distribution channels, including identifying new outlets for magazine sales. Maintain inventory and coordinate special deliveries to campus and observatory partners. Prepare circulation, renewal, and new subscriber reports as needed. Support membership and fundraising activities. Review and enter gift data; verify entries for accuracy; and retrieve information as requested. Maintain and update donor records. Prepare thank-you letters and draft routine donor correspondence. Support donor and member recognition, stewardship, and acquisition campaigns. Answer calls to the StarDate and Friends phone lines and respond to general inquiries via email. Provide accurate, timely information on subscriptions, memberships, and policies. Resolve customer concerns by consulting order, subscription, and membership records. Route inquiries as needed and ensure clear, professional communication. Participate in cross-functional teams to support program goals. Assist with outreach and represent StarDate and McDonald Observatory at community events as needed. Help produce educational print materials and contribute to magazine content, advertising, and related communications. Perform other duties as assigned to support business operations. Required Qualifications Bachelor’s degree. Three years of experience coordinating or administering a program. Strong computer skills using a personal computer, spreadsheet, database, and word processing. Excellent written and oral communications and proofreading skills. Demonstrated ability to perform customer service skills. Ability to work as a team member, independently, and with overlapping projects. Position competencies include accuracy and attention to detail, decision-making and critical thinking, effective communication, initiative, interpersonal relationships, problem-solving, and service excellence. An equivalent combination of relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience with FileMaker Pro. Experience working in a magazine and print publication, membership relations field, or annual giving. Amateur astronomy interest and knowledge of the night sky. Proficiency in Spanish. Salary Range $45,000 depending on qualifications and experience Working Conditions Works in a standard office environment. May work around mechanical hazards. Repetitive use of a keyboard at a workstation. Climbing of stairs and/or ladders. Lifting and moving 30 lbs. Work Shift Generally 8 a.m. - 5 p.m., Monday through Friday. Required Materials Letter of interest Resume (CV) List of three (3) professional references 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