The University of Texas at Austin Job Posting

This posting is Closed

Executive Assistant - Faculty Affairs Coordinator

Hiring department DNS-Faculty Affairs
Monthly salary $4,833+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 17-10-06-01-9010
Job Status Closed
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


Provide administrative support and project management for Faculty Affairs office.

Essential Functions

Coordinate the non-tenure track and tenured/tenured track recruitment process including advertising on the UT Faculty web site, reviewing the prior approval request documents (PAR), creating/editing offer letters in accord with the PAR, and monitoring funding commitments. Collaborate with Business Services in all aspects of the tenured/tenure track faculty hiring process. Manage faculty data, including annual and periodic reports and reviews, faculty fellowships and workload documents. Produce reports or provide data, as requested or required for College leadership members or departments. Liaise with departments and Provost Office for processing documents concerning current faculty. Provide training for department administrators for managing faculty affairs. Manage the annual promotion and tenure project cycle and ad hoc promotion and tenure committees, manage new faculty files, faculty recruiting documentation, reports, spreadsheets, and other administrative needs (including the management of FRA/SRA requests and Rom Rhome accounts). Review all faculty personnel documents for the College such as assignments, leave requests, extension requests, outside employment requests, outside agency contracts, and phased retirement contracts. Create and maintain faculty spreadsheets on leaves, recruiting statistics and other information on a regular and ad hoc basis. Manage the non tenure track merit process. Collaborate with Business Services as it pertains to faculty financial implications, changes and merit processes. Train, advise and mentor departmental administrative staff. Act as a liaison for departments and other University offices.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree. Five years of experience performing complex administrative functions. Experience with faculty personnel actions ranging from recruitment to separation; promotion and tenure process. General faculty procedures/policies knowledge. Experience composing and editing business correspondence. Experience interpreting policy and implementing procedures. Excellent oral and written communication skills. Experience working effectively with staff, faculty and other university constituencies. Must be able to work as part of a larger team in a fast-paced environment with constant deadlines. Ability to manage long term projects. Excellent customer service skills and ability to act as a facilitator. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required qualifications. Five years of UT faculty personnel experience ranging from recruitment to separation. General knowledge of human resources procedures and policies. Experience with various financial and human resources systems/software, especially Workday and COGNOS. General faculty budgeting knowledge. Proficiency with specific UT systems.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity

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