Faculty Affairs Coordinator

The University of Texas at Austin•Austin, UT

14h•Hybrid

About The Position

Provide high-level administrative and operational support for faculty initiatives within the Office of the Executive Vice President and Provost, particularly in regards to the Civitas Institute and the Clements Center. This includes, but is not limited to, supporting faculty recruitment, faculty lifecycle management, business operations, coordination of administrative processes, faculty searches, onboarding activities, and related financial and contractual functions.

Requirements

Bachelor’s degree and at least three (3) years of professional administrative experience.
Excellent written and verbal communication skills.
Strong organizational, time-management, and detail-oriented skills.
Demonstrated ability to manage multiple projects simultaneously.
Ability to maintain confidentiality and manage sensitive information.
Demonstrated professionalism, tact, and diplomacy.
Ability to work independently and collaboratively.
Experience coordinating logistics, scheduling, or administrative operations.
Relevant education and experience may be substituted as appropriate.
Applicants must be legally authorized to work for any employer in the United States.
This position is not eligible for sponsorship of work visas.

Nice To Haves

Experience working within UT Austin administrative systems and processes.
Experience supporting faculty affairs, academic personnel, or higher education administration.
Familiarity with Interfolio or faculty recruitment systems.
Experience processing contracts, reimbursements, or financial transactions.
Experience coordinating academic searches or onboarding processes.
Experience organizing campus-wide meetings or events.
Demonstrated capability to prioritize effectively between the differing needs of stakeholders

Responsibilities

Serve as the primary administrator for EVPP faculty HR processing, coordinating tasks across the full faculty lifecycle in compliance with guidelines and policies from the Provost’s Office, University, and UT System.
Assist with faculty search coordination, prepare and route faculty hiring documentation, draft offer letters, and coordinate onboarding logistics (IT setup, keys & building access, parking, system access, background checks, I-9, orientation) in collaboration with the EVPP operations team.
Manage the full lifecycle of faculty appointments, including renewal, inactivation, and reactivation of professional-track faculty; processing of joint, courtesy, and academic affiliate appointments; coordination of endowed fellow, chair, and professorship appointments; and administration of emeritus nominations.
Coordinate all faculty evaluation types—annual reviews, mid-probationary reviews, comprehensive periodic reviews, and promotion and tenure—including dossier preparation and routing, in coordination with candidates, committees, CSU leadership, and the Provost’s Office.
Process faculty leave requests (FML, leave without pay, modified instructional duties). Coordinate resignation processing, terminations, and retirement in accordance with benefits requirements and Provost’s Office guidelines.
Serve as a front-line resource for faculty and institute leadership on faculty HR policies and procedures; develop and maintain unit-level policies, procedures, and governance structures in coordination with leadership and in alignment with Provost’s Office, University, and UT System policies and guidelines.
Support business operations and financial workflows for key EVPP units, including Civitas.
Collaborate with the Business Operations team with preparation and processing of contracts related to faculty and program activities including managing vendor relationships.
Coordinate reimbursements and payment processing for submission to the Business Operations team.
Support travel coordination including flight and accommodation arrangements.
Work with Business Affairs teams to ensure accurate financial documentation and compliance.
Support expenditures to and from faculty accounts (start-up, grants, etc.).
Provide administrative coordination for strategic initiatives and programs including, but not limited to, the President’s Faculty Advisory Cohort (PFAC) and Faculty Instructional Support and Development (FISD).
Support implementation of key projects and initiatives.
Develop timelines, track deliverables, and maintain project documentation for key initiatives.
Coordinate communications and materials supporting key activities.
Maintain organized electronic and administrative records.
Support scheduling and meeting planning for key convenings.
Provide logistical coordination for workshops, meetings, and events.
Coordinate scheduling, space reservations, catering, parking, and other vendor logistics; submit Official Occasion Expense Forms and secure approval for needed resources.
Assist with event communications and payment processing.
Support execution of programming and special initiatives.
Perform other related functions as assigned.

Benefits

Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)
Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick leave, and holidays
Teachers Retirement System of Texas (a defined benefit retirement plan)
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums
Free rides on all UT Shuttle and Capital metro buses with staff ID card