Fellowship Coordinator, The Harry Ransom Center

University of Texas at Austin

11d•Onsite

About The Position

The Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collections provide unique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts. Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings. The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad audience through the preservation and sharing of its extraordinary collections. The Fellowship Coordinator provides administrative and operational support for the Ransom Center’s fellowship program and other visitors. The Fellowship Coordinator reports to the Head of Finance & Administration and works closely with the Head of Fellowships to support the Fellowship Program and other scholarly and programmatic visitors to the Ransom Center.

Requirements

Bachelor’s degree or equivalent combination of education and relevant experience in one or more of the Ransom Center’s fields of focus (literature, theatre & performing arts, film, photography, art, or early books and manuscripts)
At least 2 years of demonstrated experience in administrative coordination, program support, or office management.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills.
Proficiency with standard office software and systems (e.g., Microsoft Office, M365, and other scheduling and database tools).
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Master’s degree or equivalent combination of education and relevant experience in one or more of the Ransom Center’s fields of focus (literature, theatre & performing arts, film, photography, art, or early books and manuscripts)
Experience working in higher education, libraries, archives, or cultural institutions.
Familiarity with application management systems or CRM-style databases.
Experience supporting academic, research, or fellowship programs.
Experience with UT financial and HR systems, including Workday, DEFINE, and FRMS
Experience working with international visitors or US visa requirements

Responsibilities

Coordinate annual application process for the fellowship program, including posting opportunities, managing application systems, tracking materials, and communicating with applicants.
Support Head of Fellowships during review and selection process: organize and distribute application materials, schedule review meetings, and document decisions.
Process honorarium payments to review committee members.
Notify applicants of decisions.
Coordinate logistics for incoming research fellows; including processing necessary paperwork for fellows’ visits, including offer letters, Workday appointments, payment documentation, and visas.
Track arrival and departure dates and manage and assign fellows offices.
Communicate regularly with fellows both ahead of, during, and following their visit.
On arrival, support fellows through the onboarding process, including necessary identification, visa assistance, and guidance on IRS requirements.
Collect documents and process stipend payments using Define and FRMS.
Troubleshoot complex visa and payment situations, utilizing other procurement and payment processes such as contracts and Define payment vouchers when necessary.
Serve as the subject matter expert for international visitors to the Harry Ransom Center, including fellows, speakers, and other visiting scholars.
Process visa requests following guidance from Texas Global and ensure university, state, and federal policy is followed.
Create orders, purchase requests, and contracts, and process payments for expenses related to fellowship program activities and events.
Serve as back up to the Business Office for honorarium and stipend payments to other Ransom Center visitors and scholars.
Provide logistical support for works in progress series and other programs and social events for visiting scholars, and other visitors to the Ransom Center.
Other related functions as assigned.