Human Resource Coordinator, Aerospace Engineering and Engineering Mechanics in Cockrell School of Engineering

University of Texas at Austin

13d • Onsite

About The Position

The Human Resources Coordinator position provides comprehensive human resources and administrative support for the Department of Aerospace Engineering and Engineering Mechanics (ASE/EM), with primary responsibility for the accurate and timely processing of employee appointments (including student employees, research staff, and visiting scholars), visa coordination, onboarding and separations, timekeeping, and graduate student scholarship and tuition benefit documentation. The role serves as departmental liaison to the Dean’s Office, Payroll Office, Human Resources, and other University offices, and ensures departmental compliance with university, state, and federal policies through the preparation of compliance reports and the maintenance of complete and accurate personnel records. In addition, the position provides administrative support to the Department Director by assisting with departmental operations, coordinating staff recruitment activities, and supporting projects requiring independent judgment, discretion, and a high level of confidentiality. This role offers an excellent opportunity for a candidate looking to build a career in human resources at UT Austin, providing hands-on exposure to the full range of HR functions — from appointments, onboarding, and compliance to high-level administrative support — within a dynamic, research-driven academic department.

Requirements

• Bachelor’s degree and two years of experience in human resources, business administration, public administration, or a related field.
• Working knowledge of foundational human resources management concepts and practices.
• Demonstrated ability to manage a high volume of work assignments in a fast-paced and dynamic environment while maintaining accuracy and meeting deadlines.
• Proven ability to exercise tact, diplomacy, discretion, and sound judgment when handling sensitive and confidential matters.
• Excellent written and verbal communication skills, with strong interpersonal skills and a professional demeanor, and the ability to work effectively both independently and as part of a team.
• Demonstrated attention to detail and follow-through.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint).
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• More than the required amount of related experience.
• Experience working in a higher education environment, including working closely with faculty and graduate students.
• Experience working in a research environment.
• Familiarity with UT Austin policies and procedures, particularly those related to HR or student employment.
• Demonstrated ability to anticipate departmental needs, proactively identify opportunities for improvement, and develop systems to streamline processes.
• Strong Microsoft Excel, data tracking, and organizational skills.
• Working knowledge of Workday, DEFINE, NRRECS, EASI, and GSIS systems.

Responsibilities

• Process HR Appointments – Create new visiting scholar, post-doctoral fellow, undergraduate, and graduate student employee appointments, as well as appointments for research staff and unpaid visiting researchers. Process costing changes as needed for all appointments, ensuring accuracy and adherence to university payroll deadlines.
• Visa Coordination – Work with faculty and departmental administrative staff to coordinate visas for international employees and visiting scholars. Coordinate with Texas Global to obtain necessary visa paperwork through myIO, ensuring all steps are completed so that visas are received in a timely manner.
• New Employee Onboarding – Coordinate and complete the onboarding process for new employees, including processing background checks, I-9 paperwork, and informing new employees of applicable HR policies such as timekeeping, payroll deadlines, and benefits enrollment deadlines. Monitor onboarding activity to ensure all necessary actions are taken.
• Process Employee Separations – Coordinate out-processing for separating employees, including providing guidance on retirement paperwork needed, processing payouts at separation, and terminating appointments in Workday.
• Process Scholarship and Tuition Reduction Benefit Documents – Process scholarship and tuition documents each semester for graduate students, to include tuition vouchers and international fees. Coordinate with research centers and other departments as necessary to ensure all ASE/EM students receive tuition and scholarship support, as applicable.
• Compliance – Run monthly compliance reports related to onboarding, time & leave, payouts at separation, work authorizations, etc. to ensure the department remains in compliance with all HR policies. Maintain centralized department personnel files ensuring their accuracy and completeness.
• Timekeeping – Serve as the department’s primary point of contact for timekeeping questions and issues. Review and approve timesheets for department staff and research personnel, monitor timesheets on a monthly basis, send reminders as appropriate, and process leave balance payouts as required by university policy.
• Administrative Support – Provide support to the Director in all aspects of administration. Assist with departmental operations, coordination of staff recruitment efforts, and various projects that require exercising a high degree of initiative and judgment.
• Perform other relatefunctions as assigned.

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 8.25% employer matching funds
• 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 conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

What This Job Offers

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