IFS Program Coordinator

University of Texas at Austin

13d • Onsite

About The Position

The Institute for Fusion Studies (IFS), in collaboration with the Department of Physics, is seeking a proactive, detail-oriented, and highly organized Program Coordinator to support the institute’s daily operations and facilitate its portfolio of research activities. This position offers an exciting opportunity to contribute to a vibrant research center at the forefront of plasma physics and fusion energy science.

Requirements

• Bachelor’s degree or equivalent experience in administration, finance, or a related field.
• Minimum of three (3) years’ experience in budget and expense tracking, financial reporting, processing vendor payments, travel reimbursements, and financial programs.
• Expertise in coordinating or administering programs in an academic, research, or nonprofit setting.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office suite and experience with financial or administrative management systems.
• Excellent communication and interpersonal skills.

Nice To Haves

• Experience with UT financial systems (e.g., DEFINE, UT Market, Workday, or similar platforms).
• Event planning skills with demonstrated ability to coordinate seminars, workshops, and conferences, including logistics such as catering, scheduling, and reservations.
• Familiarity with research administration, including assisting with grant management, budget tracking, and compliance with university policies.
• Experience supporting federally sponsored research programs.
• Ability to prioritize tasks, manage multiple deadlines, and adapt to evolving program needs.

Responsibilities

• Provide comprehensive administrative support to the IFS Director, including calendar management, correspondence, travel coordination, and meeting planning.
• Serve as the IFS liaison for special events, faculty recruitment activities, and departmental functions, coordinating with Physics department staff as appropriate.
• Act as a resource for identifying university contacts and offices to resolve administrative issues.
• Provide guidance on university travel systems and policies to IFS members.
• Maintain accurate records and reports needed for IFS grant reporting and renewals, including data on publications, personnel, students, and sponsored project activities.
• Support the preparation and submission of grant proposals and renewals in coordination with the Physics Grants and Contracts team.
• Manage IFS accounts and coordinate with the Physics Department on financial matters, including budget tracking, purchasing, and expense documentation.
• Oversee procurement of equipment, supplies, and services using IFS-allocated funds, ensuring compliance with UT Austin purchasing policies and procedures.
• Coordinate with collaborating institutions and the Physics Grants and Contracts team on financial and project administration matters.
• Coordinate all aspects of short-term and long-term visitor stays, including lodging, campus access, office assignments, and participation in Institute activities.
• Manage the IFS visitor list and facilitate affiliate appointments and other administrative needs for visiting scholars.
• Support personnel onboarding and off-boarding processes, and coordinate with departmental and university HR offices as needed.
• Manage Institute communications, including responses to administrative inquiries, seminar and event announcements, and maintenance of bulletin boards and informational displays.
• Maintain and update the IFS website and other public-facing materials in coordination with the Director and relevant staff.
• Maintain IFS personnel records, directory listings, and listserv memberships, updating as personnel join or depart the Institute.
• With the help of the Physics Event Manager, coordinate planning of IFS seminars, workshops, student and postdoc forums, dissertation defenses, and other Institute events, including room reservations, catering, and AV logistics.
• Manage event communications, including announcements and reminders via IFS listservs, the Physics Events calendar, and the IFS website.
• Serve as a liaison with collaborating institutions and research organizations on project administration, workshops, reviews, and site visits.
• Attend annual department events and workshops to represent Institute.
• Oversee day-to-day office operations, including mail distribution, supply management, equipment maintenance coordination, and housekeeping requests.
• Supervise IFS student worker in support of daily institute activities.
• Provide administrative support for joint programs and initiatives conducted in collaboration with the Oden Institute for Computational Engineering and Sciences and other partner organizations.

Benefits

• Employer paid health insurance (employee premiums covered at 100%; spouse and family premiums at 50%)
• Dental, vision, life and disability insurance options
• Paid vacation and sick leave
• Paid holidays
• Retirement plan

What This Job Offers

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