Academic Program Coordinator, Astronomy Department

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

General Notes

The Department of Astronomy works synergistically with McDonald Observatory to advance excellence in research and education and to be an astronomy program that promotes belonging and equity for all. As one of the top-ranked astronomy programs in the nation, we lead frontier research in cosmology, galaxy formation and evolution, stellar evolution and star formation, exoplanetary systems, the Solar system, and instrumentation. We are a major founding partner in the next-generation Giant Magellan Telescope.

Purpose

This position coordinates the Department of Astronomy's undergraduate and graduate academic programs, course scheduling, and event planning while exercising independent judgment and authority as required.

Responsibilities

• Undergraduate Students. First point of contact for undergraduate students, assisting with faculty advising, registration, scholarships, and awards coordination. Provides administrative support to the Undergraduate Studies Executive Committee (UGSEC). Serves as departmental sponsor for the Astronomy Students Association (ASA).

• Graduate Students. First point of contact for all prospective graduate students, providing information about programs and admission procedures. Coordinates all phases of graduate admissions for the department, working closely with the Graduate Admissions Committee, department chair, and faculty recruiters. Plans and executes annual graduate recruiting events.

• Graduate Studies Coordination. Assists the Graduate Studies Committee (GSC) students and faculty with clarifying and interpreting institutional rules and regulations. Assists with program assessment. Assists graduate students with registration matters, including class enrollment, adds and drops, tuition payments, waivers, and bars. Liaises within department or university offices/departments as necessary to accomplish duties.

• Academic Administration. Provide administrative support for all academic-related matters. Writes correspondence and reports, assists with grade reporting and class rosters, and serves as Course Evaluation System (CES) and Faculty and Student Electronic Tracking (FaSET) administrator. Serves as primary course scheduler for all astronomy (AST) courses. Attend graduate coordinator meetings, prepare statistical information for various organizations, prepare miscellaneous reports, and perform other job-related duties.

• Student Funding. Coordinates graduate student funding in coordination with the chair and the department's business offices, including undergraduate and graduate student fellowships and awards, and monitors department graduate excellence funds and tuition, travel, and recruitment allocations.

• Departmental Administration. Maintains content on departmental academic web pages. Supports other team members as needed. Performs other related functions as assigned.

Required Qualifications

• Bachelor's Degree.

• Three years of experience coordinating or administering a program.

• Excellent interpersonal, verbal, and written communication skills.

• Strong organizational skills.

• Proficient with standard office computing software.

• Experience planning events.

• Ability to be adaptable, use initiative, work independently, and as an integral member of multiple teams. Professional demeanor.

• Adheres to confidentiality policies.

• Demonstrated good judgment.

• Competencies include accuracy and attention to detail, decision-making and critical thinking, effective communications, initiative, problem-solving, interpersonal relationships, and service excellence.

• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Master's Degree.

• Two or more years of responsible-level experience in program administration or coordination at an institution of higher education or related educational institution.

• Experience working with students, staff, and faculty populations in an academic department.

• Experience in course scheduling.

• Demonstrated experience with basic accounting functions, program budgets, and internal and external fellowship awards.

• Knowledge of University of Texas operating policies and procedures.

• Experience with UT Applications such as FRMS, NRCRIN, NRRECS, Advisors Toolkit, Course Scheduling, etc.

Salary Range

$52,000 + depending on qualifications and experience

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Handling sensitive and confidential information subject to FERPA

• Occasional evening or weekend hours may be required

• Some travel may be required

• May work in all weather conditions

• Lifting and moving

Work Shift

• Generally, M-F, 8 am - 5 pm

• Occasional work outside standard work hours as needed.

• Occasional travel required to McDonald Observatory, 16 miles from Fort Davis, Texas (440 miles away from the UT Austin campus)

Required Materials

• Letter of interest

• Resume/CV

• Three (3) work references with their contact information; at least one reference should be from a supervisor

External Applicant - Applicants NOT current university employees or contingent workers:You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Internal Applicant - Current university employees and contingent workers applicants:Before you apply, log in to Workday, navigate to your Worker Profile, click the Career link in the left-hand navigation menu and then update the sections in your Professional Profile. As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. The application is one page, you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.