Job Posting Title:
Events and Administrative Coordinator, Astronomy Program----
Hiring Department:
Department of Astronomy----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Exempt----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
UT MAIN CAMPUS----
Job Details:
General Notes
This position provides event and administrative support to the Astronomy Program. The University of Texas at Austin provides an outstanding benefits package to staff. For more details, please see https://hr.utexas.edu/prospective/benefits.
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 will play a crucial role in assisting the Department Chair’s office with planning, communicating, executing, and evaluating events. Other duties will include providing administrative support for summer research programs and completing various administrative and faculty support projects under the direction of the Chair’s office.
Responsibilities
Event Planning. Assist with planning, developing, and coordinating large meetings, events, workshops, conferences, research seminars, the Tinsley Colloquium, graduate program recruitment and orientation, stewardship meetings, and other departmental events. Includes preparing appropriate event forms and budgets, gathering quotes from outside vendors, reserving event space, ordering catering, producing and ordering communication and event materials, coordinating travel, and helping participants and speakers as needed. May also manage event registration and fee payments. Collaborate and work closely with the Business Office staff to ensure processes and compliance with UT policies and procedures.
Event Execution. Manages or assists with the onsite logistics during the event, including the setup and breakdown of event spaces, and serves as the day of contact for vendors and other participants. Tracks budgets, gathers receipts and invoices, and coordinates payments and reimbursements. Receives feedback and identifies improvements.
Administrative Support. Prepare professional communications as requested by the Chair’s office. Schedule and participate in meetings as requested. Respond to all requests promptly. Manage and update department conference room calendars. Process requests for travel authorizations and arrangements, working closely with the travel associate. Assist with reimbursements and the payment process. Coordinate stakeholder activities, routine communication, contracts, monitoring budget, verification of program compliance, and compliance documentation. Develop and maintain strong relationships with faculty, staff, and the Business Office team. Perform other duties as assigned to meet operational needs.
Undergraduate Programs. Assists with coordinating undergraduate programs, including managing application processes, answering applicant questions, and communicating decisions to all applicants. Manage all logistics planning and assist in the business processes for summer programs, including housing contracts, trips to McDonald Observatory, and evaluations.
Required Qualifications
High school graduation or GED and at least five years of clerical experience or one year of experience at the Administrative Assistant level with a Bachelor's Degree.
Experience with Microsoft Office suite, including an intermediate skill level in Excel and Word.
Strong interpersonal and problem-solving skills, and service excellence.
Excellent oral and written communication skills, with strong writing and proofreading skills.
Ability to work independently and as part of a team.
Ability to interact and maintain productive working relationships with staff, faculty, students, and visitors and maintain a positive and professional demeanor.
Ability to assess workload and prioritize tasks while demonstrating attention to detail and accuracy to meet deadlines and manage concurrent projects in multiple areas successfully.
Ability to learn quickly and be flexible.
Experience taking ownership of projects and seeing them through to successful completion.
Ability to undertake and complete tasks with minimal supervision, exhibit individual initiative in meeting the functions of the position, and demonstrate basic decision-making and critical thinking skills.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience working in higher education
Experience working in the College of Natural Sciences.
Experience with event planning and coordination
Knowledge of the UT Handbook of Business Operations
Experience with Canva or other graphic design tools
Advanced skills in the use of Microsoft Office applications and Smartsheets.
Salary Range
$45,000+ depending on qualifications and experience
Working Conditions
Work at a computer and in standard office conditions with repetitive keyboard use at a workstation.
Use of manual dexterity
Lifting and moving, including furniture, boxes, etc., required for event set-up and breakdown
Additional hours may be required during peak and after-hours for event assistance.
Work Shift
M-F, 8 am – 5 pm
Occasional evening and/or weekend hours may be required depending on event needs.
Occasional travel to McDonald Observatory in Fort Davis, Texas, may be required.
Required Materials
Letter of Interest
Resume/CV
Three work references with their contact information; at least one reference should be from a supervisor
Application Instructions
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. You will be allowed 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 can 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 into 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.) noted above.
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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.
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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.
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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.
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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.
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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.