Administrative Program Coordinator - Physics

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Job Details:

The Department of Physics plays a pivotal role in the advancing of knowledge, nurturing the next generation of physicists and making a lasting impact on the world of physics.

The College of Natural Sciences at UT Austin, strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. What starts here really does change the world. For more information about the College of Natural Sciences, please visit. https://cns.utexas.edu.

The university offers an impressive benefits package including:

• Employer paid health insurance (employee premiums covered at 100%; spouse and family premiums at 50%)

• Dental, vision, life and disability insurance options

• Paid vacation and sick leave

• Paid holidays

• Retirement plan

For more details, please see: Prospective Employee Benefits and My Total Rewards.

The Department of Physics is looking for an Administrative Professional to help run the departmental office for the Department of Physics at The University of Texas at Austin.

The Administrative Program Coordinator supports daily activities in the department office as well as supporting long-term goals of the Department Chair and Director. This position is responsible for the daily operations of the Physics Department central office.

• Office Management: Coordinates with the Director to oversee the daily administrative operations of the Department of Physics central office. Ensures office supplies and meeting rooms are fully stocked and prepared for meetings. Monitor copier room and department mail room to keep supplies fully stocked and equipment in working order. Submit tech tickets as needed for copiers. Support events manager as needed for small events or meetings held in the central department office.

• Student Worker Management: Oversees the hiring process for student workers, including job postings, interviewing, and on-boarding with the HR team. Manages the scheduling, time sheets, and performance evaluation of student workers. Works with the Director to address any issues related to student worker performance or attendance. Provides necessary training and ensures compliance with university policies. Maintains accurate records of student worker hours and coordinate with payroll for timely payment.

• Faculty Operations: Assists the Director with Faculty Annual Reports. Supports HR team in annual promotion and comprehensive review processes as needed. Serve as the department contact for Quest to assist faculty in requesting exam printing and receiving exams in the department office. Assist faculty in shipping materials out of the office. This includes monitoring for hazardous materials and working with EHS to ship those items safely.

• Website and Communication: Make requested updates to the website for the Physics Department. Monitor shared mailboxes that faculty, staff, and students use to request updates to websites. Manage membership to department list serves. Send out regular notices to department list serves for upcoming events. Send out announcements as needed.

• Mail Room: Receive incoming packages and record in package log. Keep package log updated daily. Assist faculty, staff, and students with any outgoing shipments using e-ship global or other approved University shipping services. Work with EHS as needed for shipments that need safety data sheets (SDS).

• Room Reservations: Manage room reservations for small number of department-owned conference rooms in the Physics, Math, and Astronomy (PMA) building. Using the University's enterprise software for room reservations manage all requests and ensure alternatives are proposed for any rejected reservation.

• Records Management: Serve as the Records Management Contact for the department. Stay current on applicable training for records management at The University of Texas at Austin. Serve as the Docusign Unit Contact (DUC) for Physics. Serve as the physics DPUSER manager in DEFINE.

Bachelor's degree and at least five years of experience with advanced administrative functions or High School Graduation or GED with nine years of experience. Experience with general office management and office procedures. Advanced proficiency in Microsoft Office. Demonstrated excellent analytical skills, problem solving ability, and critical thinking skills. Ability to multi-task, operate successfully under high-pressure situations. Ability to work efficiently, accurately, and flexibly in a demanding environment with minimal guidance. Excellent verbal and written communication skills with demonstrated ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly, and concisely. Outstanding organizational and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various situations.

Prior experience with financial reimbursement and/or purchasing systems. Working knowledge of UT policies and procedures. Experience providing support to faculty, staff, and students at the University of Texas in an administrative office. Prior experience using UT Financial Systems such as Define, FRMS, PointPlus, and UT Market. More than required number of years of experience. Experience supervising student employees or full-time staff. Experience with inventory management.

$48,000 depending on qualifications

• Some lifting and moving of equipment may be required.

• May work in standard office conditions.

• Resume/CV

• Cover Letter

• 3 References

Important for applicants who are 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.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, 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. This information will be pulled into your application. The application is one page, and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.

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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.