Executive Assistant & Faculty Affairs Coordinator

University of Texas at Austin

5d•$70,000 - $82,500•Onsite

About The Position

Provide advanced executive-level support to the Department Chair and manages faculty affairs processes in a complex and growing academic unit. Exercise independent judgment and initiative to coordinate faculty recruiting, review, appointments, and related processes; manage chair-level workflow and priorities during a period of major growth and change, including the launch and development of the new School of Computing at UT Austin. Serve as a trusted partner to the Chair and a primary liaison to School, College, and University offices. Work with faculty, departmental leadership, faculty candidates, visitors, and external partners to ensure that important academic and administrative functions are handled accurately, professionally, and on time.

Requirements

Bachelor’s degree.
5+ years clerical experience, including two years at either the Administrative Associate or Senior Administrative Associate level
Experience managing competing priorities and high-volume workflows independently.
Strong written and verbal communication skills.
Demonstrated ability to exercise discretion and maintain confidentiality.

Nice To Haves

Experience supporting a Department Chair, Dean, or academic leadership role.
Experience in higher education, preferably at UT Austin or similar institution.
Experience handling faculty affairs processes (PARs, FARs, CPRs, promotion and tenure).
Experience working with institutional systems (e.g., Workday, DEFINE, academic reporting systems).
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, promotion and tenure cases, and related actions, while also overseeing teaching evaluations and reporting to ensure completeness, accuracy, and timely submission.
Coordinate faculty meetings, committees, and governance processes by 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 by managing a complex calendar and prioritizing competing demands in alignment with strategic objectives and institutional deadlines.
Oversee the Chair’s daily workflow, exercising discretion and sound judgment to prioritize requests, meetings, and key decision points.
Draft and manage correspondence, briefing materials, and presentations on the Chair’s behalf.
Support departmental leadership, faculty, and committee activities by preparing agendas, distributing materials, recording minutes or action items as appropriate, and ensuring timely follow-through.
Independently triage communications, respond to inquiries, and coordinate travel, reimbursements, and logistics for the Chair and official visitors.
Maintain operational continuity and provide leadership support during periods of transition, growth, and organizational change, while upholding professional standards in managing correspondence, files, records, and tracking systems with strong attention to priorities and sensitivities.
Serve as a liaison between the Chair’s office and faculty, staff, the School of Computing, the College of Natural Sciences, other university leadership, and external stakeholders.
Support clear and timely communication with faculty, staff, students, visitors, and partners.
Manage professional communications on behalf of the Chair, ensuring clarity and alignment with departmental priorities, including internal announcements, departmental listservs and website updates, and other routine chair-level messages.
Support selected outward-facing activities such as industry engagement, advisory or partner meetings, alumni or donor coordination, and external communications to help the department represent itself effectively beyond its boundaries.
Coordinate events, visits, and engagements with external partners and advisory groups.
Prepare materials that support external relations, partnerships, and strategic initiatives.
Maintain confidentiality and professionalism when handling sensitive information.