Faculty Affairs Coordinator

Faculty Affairs Coordinator

Hiring Department: Faculty Affairs

Location: UT MAIN CAMPUS

Position Duration: Expected to Continue

Weekly Scheduled

Hours:

40

Provide high-level administrative and operational support for faculty initiatives within the Office of the Executive Vice President and Provost, particularly in regards to the Civitas Institute and the Clements Center. This includes, but is not limited to, supporting faculty recruitment, faculty lifecycle management, business operations, coordination of administrative processes, faculty searches, onboarding activities, and related financial and contractual functions.

• EVPP Faculty Affairs Administration
• Serve as the primary administrator for EVPP faculty HR processing, coordinating tasks across the full faculty lifecycle in compliance with guidelines and policies from the Provost's Office, University, and UT System. This includes, but is not limited to:
  • Recruitment & Hiring:
    Assist with faculty search coordination, prepare and route faculty hiring documentation, draft offer letters, and coordinate onboarding logistics in collaboration with the EVPP operations team.
  • Faculty Appointments & Compensation:
    Manage the full lifecycle of faculty appointments, including renewals, inactivations, and reactivations of professional-track faculty; process joint, courtesy, and affiliate appointments; coordinate endowed fellow, chair, and professorship appointments; and administer emeritus nominations.
  • Evaluation:
    Coordinate all faculty evaluation types – annual reviews, mid-probationary reviews, comprehensive periodic reviews, and promotion and tenure – including dossier preparation and routing.
  • Leave & Separations:
    Process faculty leave requests (FML, leave without pay, modified instructional duties) and coordinate resignations, terminations, and retirements in accordance with benefits requirements and Provost's Office guidelines.
  • Policy Guidance & Compliance:
    Serve as a front-line resource for faculty and institute leadership on faculty HR policies and procedures; develop and maintain unit-level policies and governance structures.
• Contracts, Financial Processing, & Business Operations
• Support business operations and financial workflows for key EVPP units, including Civitas. Collaborate with the Business Operations team on the preparation and processing of contracts related to faculty and program activities, manage vendor relationships, coordinate reimbursements and payment processing, support travel coordination, and work with Business Affairs teams to ensure accurate financial documentation and compliance. Support expenditures to and from faculty accounts (start-up, grants, etc.).
• Strategic Administrative and Program Support
• Provide administrative coordination for strategic initiatives and programs including the President's Faculty Advisory Cohort (PFAC) and Faculty Instructional Support and Development (FISD). Support implementation of key projects and initiatives, develop timelines, track deliverables, maintain project documentation, coordinate communications, maintain records, and support scheduling and meeting planning.
• Events and Programming Support
• Provide logistical coordination for workshops, meetings, and events. Coordinate scheduling, space reservations, catering, parking, vendor logistics, submit expense forms, assist with event communications and payment processing, and support execution of programming and special initiatives.
• Perform other related functions as assigned.

• Bachelor's degree and at least three (3) years of professional administrative experience.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and detail-oriented skills.
• Demonstrated ability to manage multiple projects simultaneously.
• Ability to maintain confidentiality and manage sensitive information.
• Demonstrated professionalism, tact, and diplomacy.
• Ability to work independently and collaboratively.
• Experience coordinating logistics, scheduling, or administrative operations.
• Relevant education and experience may be substituted as appropriate.

• Experience working within UT Austin administrative systems and processes.
• Experience supporting faculty affairs, academic personnel, or higher education administration.
• Familiarity with Interfolio or faculty recruitment systems.
• Experience processing contracts, reimbursements, or financial transactions.
• Experience coordinating academic searches or onboarding processes.
• Experience organizing campus-wide meetings or events.
• Demonstrated capability to prioritize effectively between the differing needs of stakeholders.

$60,000 + depending on qualifications

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position.

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