Administrative Program Coordinator - Part Time, College of Natural Sciences

The University of Texas at Austin•Austin, UT

3d•Onsite

About The Position

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. The physics department is seeking a highly organized and detail-oriented part-time Administrative Program Coordinator at 20 hours 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.

Requirements

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

Responsibilities

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.
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.
Prepare and manage student appointment documentation, including hiring, renewals, funding changes, and terminations.
Track appointment dates, payroll information, funding sources, and required approvals.
Maintain organized and accurate grant, financial, purchasing, and personnel records.
Assist with grant closeout activities and other administrative tasks as assigned.
Serve as a liaison between the faculty member and relevant university offices, including research administration, finance, purchasing, payroll, and human resources.