Administrative Program Coordinator - Part Time, College of Natural Sciences

Job Posting Title:

Administrative Program Coordinator - Part Time, College of Natural Sciences

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Hiring Department:

Department of Physics

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

20

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Department of Physics plays a pivotal role in the advancing of 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 physics department is seeking a highly organized and detail-oriented part-time Administrative Program Coordinator at 20 hour per week to support faculty members in the financial and administrative management of research grants. This position will help ensure that grant-related activities, purchasing, financial reporting, and student appointments are completed accurately, efficiently, and in accordance with university and sponsor requirements.

Must be authorized to work in the United States. Sponsorship is not available for this position.

Responsibilities

Grant & Budget Administration:

• Assist with the day-to-day administration and financial management of research grants.

• Monitor grant budgets, expenditures, balances, and project timelines.

• Generate routine and ad hoc financial reports for faculty review.

• Reconcile transactions and identify potential budget discrepancies or compliance concerns.

Purchasing & Financial Transactions:

• Prepare and process purchasing documents, requisitions, reimbursements, invoices, and related records.

• Coordinate with university departments, vendors, and administrative offices to resolve purchasing and payment issues.

Personnel & Appointment Management:

• Prepare and manage student appointment documentation, including hiring, renewals, funding changes, and terminations.

• Track appointment dates, payroll information, funding sources, and required approvals.

Records Management & Grant Closeout:

• Maintain organized and accurate grant, financial, purchasing, and personnel records.

• Assist with grant closeout activities and other administrative tasks as assigned.

Liaison & Coordination:

• Serve as a liaison between the faculty member and relevant university offices, including research administration, finance, purchasing, payroll, and human resources.

Required Qualifications

• Bachelor of Science degree in Accounting from an accredited institution.

• At least 3 years of experience coordinating or administering a program.

• Strong knowledge of accounting principles, financial reporting, budgeting, and account reconciliation.

• Strong organizational, analytical, and administrative skills.

• Excellent attention to detail and the ability to manage multiple priorities and deadlines.

• Proficiency in Microsoft Excel and other standard accounting software.

• Strong communication skills.

• Ability to handle confidential and sensitive information with discretion.

• Ability to work independently and collaborate effectively with faculty, students, and administrative staff.

Salary Range

$25,000

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.

 

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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.

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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.

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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 and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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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.