Administrative Program Coordinator

Job Posting Title :

Administrative Program Coordinator

Hiring Department :

Bureau of Economic Geology

Position Open To : All Applicants

All Applicants

Weekly Scheduled Hours :

FLSA Status : Exempt

Exempt

Earliest Start Date :

Immediately

Position Duration : Expected to Continue

Expected to Continue

Location :

PICKLE RESEARCH CAMPUS

Job Details : General Notes

General Notes

This position is located at the J.J. Pickle Research Campus in North Austin.

Purpose

The Advanced Energy Consortium (AEC) at The University of Texas at Austin seeks an Administrative Program Coordinator to support the principal investigator and the AEC.

Responsibilities include administrative support to PI, meeting coordination, database management, administrative tasks, grant writing, grant management, support of ongoing research projects, and member recruitment and other related administrative functions.

Responsibilities

Provide administrative support to PI, such as managing correspondence and calendars, preparing reports, and handling travel arrangements.

Coordinate and schedule meetings, including preparing agendas, distributing materials, and taking minutes. Prioritizing tasks to ensure efficient workflow.

Handling confidential information with discretion

Grant writing support : Prepare checklists for proposal packages for timely submission to funding agencies. Provide proofreading and editorial support.

Assist with post-award grant management, including tracking budgets, preparing reports, and ensuring compliance with grant and contract requirements.

Marketing support : Create newsletters and maintain an updated website. Outreach to current and prospective members and funders.

Contributing to and participating in industry trade shows as needed.

Other related functions as assigned.

Required Qualifications

The position requires the applicant to work with the PI and assist him with planning and executing tasks on time. Applicant must possess a dynamic, positive personality and strong organizational skill set.

This position requires strong writing / reading comprehension and effective communication with various project stakeholders.

The applicant will maintain a professional demeanor, work as a team member without daily supervision, and effectively communicate with groups of collaborators.

The position requires regular and punctual attendance in an office environment.

• Bachelor's degree in science, engineering, or liberal arts related to earth and planetary systems with three years of relevant experience.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook, Project).
• Excellent attention to detail and accuracy.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Three or more years of administrative support or project coordination experience
• Grant writing / management, fundraising, and stakeholder recruitment experience are highly desired
• Contributing to industry trade shows, creating newsletters

Salary Range

$52,000 + depending on qualifications

Working Conditions

• May work around standard office conditions
• May work around chemicals
• May work around electrical and mechanical hazards
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Climbing of stairs
• Climbing of ladders
• Lifting and moving
• Occasional weekend, overtime, and evening work to meet deadlines
• Occasional travel intrastate, interstate, international
• Occasional fieldwork as necessary

Required Materials

Resume / CV

• 3 work references with their contact information
• 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.