Executive Assistant/Faculty Affairs Coordinator, iSchool

University of Texas at Austin

3d • Hybrid

About The Position

In a world where information is one of our most important resources, the iSchool is changing the ways we interact with information and technology — making the world a better, fairer place and protecting our collective memory. You'll be working for a university internationally recognized for its academic programs and research. If you want to know that your work has meaning and impact, you'll like working in our department and at UT Austin.

The Executive Assistant & Faculty Affairs Coordinator provides comprehensive administrative support to the Department Chair and manages faculty affairs processes in a complex, growing academic unit. This role works closely with the Department Chair to coordinate faculty recruiting, review, appointments, and related processes, and to support Chair-level workflow and priorities during a period of major growth as the department joins the new School of Computing. The role serves as a trusted partner to the Chair and a primary liaison to other university offices, working with faculty, departmental leadership, faculty candidates, visitors, and external partners to ensure academic and administrative functions are handled accurately, professionally, and on time. The scope and responsibilities of this role are expected to grow with the iSchool and the School of Computing, offering significant opportunity for a strategic, ambitious professional.

Requirements

• Bachelor's degree and 5+ years of progressively responsible administrative, project-coordination, or faculty affairs experience, including 2 years at the Administrative Associate/Senior Administrative Associate level or equivalent, or a relevant graduate degree
• Demonstrated ability to manage competing priorities and high-volume workflows independently
• Strong written and verbal communication skills
• Demonstrated ability to exercise discretion and maintain confidentiality
• Skilled in Microsoft 365 applications and demonstrated ability to quickly master new systems
• Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship.

Nice To Haves

• Experience supporting a Department Chair, Dean, or academic leadership role
• Experience in higher education, preferably at UT Austin or a similar institution
• Experience handling faculty affairs processes (PARs, FARs, CPRs, promotion and tenure)
• Experience supporting organizational change, growth, or transition initiatives

Responsibilities

• Serve as the primary department liaison to CNS Faculty Affairs, ensuring compliance with university and college policies, timelines, and procedures
• Coordinate and manage faculty lifecycle processes, including PARs, FARs, CPRs, mid-probationary reviews, and promotion and tenure cases. Oversee teaching evaluations and reporting to ensure completeness, accuracy, and timely submission
• Coordinate faculty meetings, committees, and governance processes, including preparing agendas, materials, and documentation
• Maintain official faculty records and track actions, deadlines, and required submissions
• Support the Chair in advancing faculty-related priorities tied to departmental growth, recruitment, retention, and organizational transition
• Provide high-level executive support to the Department Chair, helping ensure the unit meets strategic objectives and institutional deadlines
• Exercise discretion and sound judgment to prioritize the Chair's requests, meetings, and key decision points
• Draft and manage correspondence, briefing materials, and presentations on the Chair's behalf
• Prepare agendas, distribute materials, and record minutes or action items for departmental leadership, faculty, and committee activities
• Coordinate travel, reimbursements, and logistics for the Chair and official visitors
• Serve liaison between the Chair's office and faculty, staff, the School of Computing, the College of Natural Sciences, other university leadership, and external stakeholders
• Manage professional communications on the Chair's behalf, including internal announcements, departmental listservs, and website updates
• Support some outward-facing activities such as industry engagement, advisory or partner meetings, and alumni or donor coordination
• Coordinate events, visits, and engagements with external partners and advisory groups

Benefits

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary vision, dental, life, and disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas — a defined-benefit retirement plan with employer matching
• Flexible spending accounts for medical and childcare expenses
• Free access to UT Austin libraries and museums, and free rides on UT Shuttle and CapMetro with staff ID

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level