Administrative Program Coordinator

Job Details

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 meeting coordination, database management, administrative tasks, grant writing, grant management, support of ongoing research projects, and member recruitment.

The hired candidate may also be asked to perform up to 25% off-site work at rural field settings in rugged conditions.

Responsibilities

Interface with funders, scientific partners, and principal investigators on a regular basis to ensure sponsor satisfaction with project / program technical and business execution.

Coordinate and schedule meetings, including preparing agendas, distributing materials, and taking minutes.

Assist in the development and maintenance of project databases.

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

Support member recruitment activities, including outreach, communications, and membership database management.

Contribute to grant writing and submission processes, including data collection, identifying grant opportunities, research, and document preparation.

Assist with grant management, including tracking budgets, preparing reports, and ensuring compliance with grant requirements.

Contributing & participating in industry trade shows, creating newsletters

Creating and maintaining past and current funding opportunities summaries and databases

Grant writing

Post-award reporting

This position may also include significant travel to assist the AEC researchers with on-site fieldwork and support the research team's coordination and assistance

Other related functions as assigned

Required Qualifications

Applicant must have a dynamic skill set, including a strong background in writing and research. Applicant should have experience analyzing and working with legal documents, literature, contracts, and other complex texts, as well as experience managing digital and physical file libraries.

Applicants should also be willing to work with new technologies, be highly organized, and be capable of planning and coordinating multiple tasks and managing their time.

The position requires attention to detail, effective problem-solving skills, and excellent judgment. The position requires the applicant to work independently with sensitive and confidential information, maintain a professional demeanor, work as a team member without daily supervision, and effectively communicate with groups of collaborators.

The position requires the applicant to routinely work under pressure, accept supervision, and maintain regular and punctual attendance.

• 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.
• Ability to work independently and as part of a team.

Preferred Qualifications

• Three or more years of project coordination experience
• Grant writing / management, fundraising, and stakeholder recruitment experience are highly desired
• Contributing to industry trade shows, creating newsletters
• Proven record of successful leadership in a research environment in industry or in academia with industry sponsor collaboration

Salary Range

$48,000 + depending on qualifications

Working Conditions

Uniforms and / or personal protection equipment (furnished)

May work in all weather conditions

May work in extreme temperatures

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 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.