Senior Administrative Support Coordinator

Job Posting Title:

Senior Administrative Support Coordinator

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Hiring Department:

Educational Psychology

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, an expansive employee discount program, including athletic tickets. Free access to UT Austin's libraries and museums with a staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with a staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

This position will provide administrative support to the Department of Educational Psychology with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

Responsibilities

• Course Inventory maintenance – Update course inventory in Course Inventory Management (CIM) during open periods set by Official Publications. Work with program Area Chairs to ensure course inventory is up to date and in compliance with university standards, including retiring courses and proposing new courses in anticipation of future offerings and program needs. Maintain the FileMaker system for curriculum and course details. 
• Course Scheduling - Serve as department course scheduler: enter EDP course schedule into Class Manager System during scheduled access periods. Process late schedule changes in the Course Schedule Update (CSU) system as-needed. Maintain the course scheduling FileMaker system. Market courses to target audiences as-needed / on request. Work closely with program Area Chairs and department leadership to plan curriculum for upcoming years, and maintain the EDP Multi-Year Course Schedule in Excel. 
• Course Reporting, Grades, Final Exams & Course Evaluations – Manage course instructor surveys (CIS) and course evaluation surveys (CES) in UT systems. Manage the FaSET system updates each semester (instructor CV and syllabi collection and upload); maintain departmental syllabus archive. Serve as the grade representative for the department: oversee grade submission by faculty and instructors of record, request deadline extensions, process updates of academic records, and record grades for individual instruction. Request final exam information from instructors and input it into the Final Exam Request system.
• Undergraduate Program Liaison - Manage EDP Undergraduate Minor: maintain EDP Minor listserv, communicate regularly with students in the minor, and answer minor-related inquiries. Share EDP Minor information with students at the campus-wide Minor and Certificate Fair. Serve as liaison for the development of new undergraduate certificates.
• Room Scheduling - Manage departmental room reservations for courses, meetings, and events. Coordinate room reservations for classroom needs, including both GPC and EDP classrooms; work with other departments to reserve rooms if a classroom is not available. Maintain the EDP Room Scheduling system.
• General Department Communication – Assist with primary office voicemail and email inbox and reply/distribute as-needed. Moderate listserv email requests. Maintain login authorizations for UT Mainframe, and EID management for departmental faculty and staff as DPUSER departmental contact.
• Other duties as assigned.

Required Qualifications

Clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level, with a High School Diploma or GED or Bachelor’s Degree with at least one year of experience working with college students in an administrative or advising capacity.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Demonstrated ability to work as a member of a team in a dynamic environment and a commitment to service excellence.

Knowledgeable of university resources, policies, and academic systems.

Proficient in MS Excel, MS Forms/SharePoint, Qualtrics, Mainframe, and FileMaker Pro

Salary Range

$55,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

Required Materials

• Resume/CV

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

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required 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 UT Jobs. If you are a current University employee, 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 before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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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 and 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.