The University of Texas at Austin Job Posting

This posting is Deleted

Senior Administrative Program Coordinator - Fellowship Specialist

Hiring department LBJ Public Affairs
Monthly salary $4,583+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 17-08-10-01-9708
Job Status Deleted
FLSA status Exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

None provided

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information


Manage, administer, and distribute fellowships, scholarships, and professional development funds of the LBJ School and the Office of Graduate Studies under the supervision of the Chief Business Officer. Work with student affairs, development, and HR/Payroll teams to ensure compliance with policies and procedures.

Essential Functions

Work with the school's Chief Business Officer, Director of Student and Alumni Affairs, Financial Officer, Fellowship Committees, the Office of Graduate Studies, and the Graduate and International Admissions Center to coordinate and allocate fellowship, scholarship, and professional development funds and administer and track commitments through databases and spreadsheets. Personally create, communicate, track, and recommend appropriate package modifications for student admissions fellowship offers (packages approved by the committees/Dean) to yield high-ranking/high-quality students while utilizing all available student endowment/gift funds. Develop and maintain electronic applications, databases, queries and financial reports, as needed. Coordinate and allocate all centrally distributed graduate fellowship funding from multiple platforms (endowments, the Graduate School, etc.). Serve as the direct point of contact for students regarding fellowships, scholarships, and professional development funds. Prepare payment forms for all school fellowships, scholarships, and student professional development funds. Audit student financial records to ensure proper payment of accepted fellowship offers and that LBJ financial commitments are met and payment is made from appropriate accounts, preclude inadvertent overpayments, etc. Ensure compliance with applicable policies and procedures and endowment criteria and eligibility and administration requirements. Work in coordination with the school's development and student affairs colleagues to ensure the efficient, strategic and timely awarding of student endowments/gifts in accordance with donor criteria; work in coordination with the Chief Business Officer and the school's business affairs team to ensure available balances are appropriately and strategically spent in support of college priorities and initiatives. Extract, analyze, and present data stored in various databases, to include but not limited to, mainframe, EASI, VIP, COGNOS and other management systems, using Excel or other appropriate software. Provide regular reports to the Chief Business Officer and other college leadership. Serve as the fiscal stewardship liaison for all student related endowments/gifts to ensure efficient and appropriate spending of endowments/gifts, fellowships, etc. including communicating with and monitoring school spending of these funds in coordination with the school's business office team. Work in coordination with the college's development and business affairs teams as well as central Endowment Services to address and resolve compliance concerns and issues. Create bills for student program fees for the DC Program or other such programs the school may offer using the Central Receivables system in DEFINE. Audit accounts to ensure proper payment of fees and deposits to appropriate accounts are made. Keep files concerning scholarships and fellowships up to date as per university policy. Create and set-up all necessary documents, committees, and website information and links for all student endowments/gifts. Serve as the curator for all student related fellowship, scholarships, and professional development endowments/gifts information on the LBJ School of Public Affairs website. Provide support for special projects and manage other duties as assigned.

Marginal/Incidental functions

The business office is part of the larger Office of the Dean. Throughout the year, we support events and activities associated with the Dean's Office. Other related functions as assigned.

Required qualifications

Bachelor's degree and five years of experience coordinating or administering a program exercising independent judgment and authority as required. Excellent written, verbal and interpersonal communication skills. Demonstrated experience in project management. Demonstrated ability to collaborate effectively with academic leaders, staff, and students. Ability to organize and prioritize work. Ability to work independently with little supervision. Ability to track and meet deadlines. Must be an advanced user of Excel. Demonstrated extensive experience analyzing and preparing financial reports. Mainframe or database management experience. Attention to detail. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than five years of experience working in a university setting with increasing responsibility in a finance role related to endowments. Prior experience working with endowments as a scholarship/fellowship or graduate coordinator. Experience processing scholarships and/or fellowships for UT Austin students. Working knowledge of endowed accounts at UT Austin. Experience with the university mainframe and other systems including DEFINE, EASI, NRRECS, VIP, and COGNOS/Project IQ. Working knowledge of UT Austin structure, policies, rules, and procedures. Experience working in a professional capacity with students. Experience working with sensitive data or information with discretion.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Some evening and weekend work required.

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