Senior Administrative Program Coordinator, Undergraduate Education, Moody College of Communication

Job description

Job Posting Title: Job Posting Title Senior Administrative Program Coordinator, Undergraduate Education, Moody College of Communication ---- Hiring Department: Moody College of Communication ---- 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 There is the potential for this position to have a flexible work arrangement of both in-person and remote working days, which must be approved by the supervisor. Additional hours in the evenings and weekends may be required during peak periods and for signature events. Purpose Provide administrative assistance and support to the Associate Dean and Assistant Dean for Undergraduate Education in Moody College. Success in this position includes leading on-demand special projects, coordinating high-level communications with undergraduate students and key stakeholders, and executing high-touch events for undergraduate students. Responsibilities Coordinate all aspects of the Deans’ calendars, safeguarding their time to meet high demand by the administration, faculty, staff, current and prospective students, and VIP guests as necessary. Set and manage appointments, ensuring that required information is noted on their calendar, and that all meeting materials, presentations, or appropriate briefings are given to prior to meetings. Execute day-to-day administrative functions for the Associate Dean and Assistant Dean, often coordinating with the Dean’s Office as well as college and campus stakeholders. Maintain confidential records, sensitive information, correspondence, and conversations with the utmost care. Create, manage, and deliver high-quality work for on-demand special projects for the Associate and Assistant Deans with acute attention to detail, timeliness, and accuracy. Assist with planning, coordination, and execution of signature events hosted by the Office of Undergraduate Education, in full collaboration with the events team to ensure that the student deans’ vision for each event is executed and evaluated successfully. Manage the email, text, and printed communications from the Office of Undergraduate Education, proactively drafting and sending messages according to the communications calendar. Maintain communications calendar and message index. Serve as an active, positive, and engaged member of the Moody Undergraduate Education staff. Effectively listen, encourage, and support other team members and students. Act in an approachable, respectable, and positive manner. Other related duties as assigned Required Qualifications Bachelor's degree. Three years or more years in a higher education setting with direct experience coordinating complex administrative functions, particularly scheduling, calendaring and negotiating with key stakeholders to keep work flow operating at a high level. Demonstrated ability to identify and understand issues, problems, and opportunities and take action. Demonstrated ability to prioritize, build strategic relationships, and effectively manage time and resources collaboratively. Direct, professional experience coordinating or managing high-quality events for college students. Extremely detail oriented. Superior communication skills and experience communicating on behalf of an executive or office. Experience in providing excellent customer service, demonstrating the highest degree of accuracy, integrity, and professionalism. Excellent interpersonal skills. Ability to handle stressful situations with composure. Proficiency with business software including MS Word, Outlook, and Excel. Ability to remain productive in a fast-paced environment with frequent interruptions. Comfort with ambiguity and changing priorities. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Progressive experience in administrative positions at a college or university. Experience overseeing the day-to-day administrative operations for academic dean, executives or senior leadership position in a higher education setting. Experience navigating University of Texas at Austin related policies and procedures. Experience supervising staff and student workers at the University of Texas at Austin. Salary Range $55,000 + depending on qualifications Working Conditions Standard office conditions Repetitive use of a keyboard at a workstation Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor 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. ---- 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.