Research Core Facilities Program Coordinator, Office of the Vice President for Research, Scholarship, and Creative Endeavors

University of Texas at Austin•Austin, TX

3d•Hybrid

About The Position

The mission of the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at The University of Texas at Austin. OVPR supports the research community by building capacity, promoting collaboration, and providing infrastructure that enables faculty, staff, and students to advance discovery and creative activity. Within OVPR, the Research Core Facilities (RCF) team supports a varied portfolio of shared-use laboratories and research service centers that provide critical infrastructure for the university’s research enterprise. RCF works in partnership with core leaders and stakeholders across campus to ensure access, coordination, and effective use of these resources. This position provides programmatic and operational support for the Research Core Facilities (RCF) program within OVPR. It coordinates activities across communications, events, program administration, and logistics to ensure consistent execution and continuity across RCF initiatives. The role serves as a central coordination resource for RCF operations, supporting the Assistant Vice President and program leadership by managing scheduling, communications, event coordination, data collection processes, and administrative workflows. The coordinator facilitates organization, timely follow-through, and alignment across multiple concurrent activities involving internal and external stakeholders.

Requirements

Bachelor’s Degree and at least 3 years of program/project coordination, project support or administrative experience.
Demonstrated ability to prioritize work, effectively manage time, and follow through on assigned responsibilities in a collaborative environment.
Demonstrated experience coordinating with stakeholders across multiple roles or functions.
Strong interpersonal and professional communication skills, with the ability to interact effectively with faculty, staff, leadership, students, and external partners.
Demonstrated analytical and organizational skills, with the ability to compile, organize, and present information accurately and clearly.
Demonstrated attention to detail and commitment to accuracy in all aspects of work.
Proven ability to handle sensitive or confidential information with discretion and sound judgment.
Demonstrated ability to meet deadlines, manage time effectively, and adapt to shifting priorities.
Proficiency with Microsoft Office Suite (Excel, Outlook, PowerPoint, Teams).
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Experience supporting event planning and execution, including logistics, communications, and vendor coordination.
Experience using survey and data collection tools (e.g., Qualtrics, Microsoft Forms).
Experience compiling and presenting data (e.g., dashboards, reports, visual summaries) to support program evaluation or decision-making.
Experience supporting recruitment or search processes, including scheduling and coordinating candidate logistics.
Basic graphic design skills or experience developing visual materials for communications or events.
Experience facilitating or supporting group processes or meetings (e.g., coordinating agendas, documenting outcomes).

Responsibilities

Coordinates planning and execution of Research Core Facilities (RCF) events, meetings and programs, including logistics, catering, materials preparation, vendor communications and post-event follow-up.
Coordinates a limited number of course and training program operations for BCG, including establishing and maintaining course offerings within registration systems, coordinating with web and program teams to publish and update course information, managing participant communications (confirmations, reminders, issue resolution).
Maintains room reservations and scheduling for a limited number of designated RCF-managed spaces.
Manages RCF communication channels, including shared email accounts, listservs, and distribution lists ensuring accuracy and reliability of membership and communications.
Drafts, formats, and distributes routine communications, including announcements, newsletters, and program updates.
Coordinates communication logistics for RCF staff recruitment activities, including candidate correspondence and scheduling communications.
Coordinates calendar scheduling and meeting logistics for the AVP for RCFs and when needed the CBRS Director, including prioritization of requests and alignment with program needs.
Coordinates administrative logistics for advisory or governance meetings, including scheduling, material preparation, and documentation of meeting materials.
Coordinates distribution of RCF programmatic surveys using approved platforms (e.g., Qualtrics, Microsoft Forms, RedCap).
Compiles and organizes survey results and program data for reporting purposes.
Maintains organized records of survey instruments and results.
Coordinates logistics for recruitment and search activities, including scheduling search committee meetings and candidate interviews (virtual and in-person).
Develops and manages candidate itineraries, including coordination of travel, meetings, and on-site logistics.
Prepares and distributes recruitment-related communications and materials to candidates and stakeholders.
Maintains organized records of recruitment activities and ensures timely communication throughout the search process.