Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Program Coordinator in Austin, Texas
Procurement and purchasing: Coordinate Purchase Orders, Procard payments, and other reimbursements on behalf of HI programs and HI-managed grant personnel. Create efficient processes to track and report on spending for grant and HI personnel. Communicate UT procurement and purchasing rules and guidelines and advise on best practices to complete grant and award business processes. Work with COLA CBS staff to ensure that payments are completed in a timely manner. Engage with external vendors for set-up in UT accounting system.Project management: Provide logistical support for HI leadership to manage programming including scheduling meetings, maintaining calendars, keeping minutes, following-up on action items, running award competitions, distributing internal award opportunities, determining best practices for making awards and oversight, promoting awardees, and coordinating with departments and central COLA on administering programs. Oversee grad student project managers and provide them with training, resources, tracking tools, templates, best practices, and other related materials. Develop models and materials for GSPMs to share out with other departments, schools, and universities. Create frameworks to measure GSPM program success and monitors the program to ensure proper functioning.Communications and website development: Produce and oversee all HI-related communications including regular newsletters, features on HI research programs and HI-managed grants, distribution of funding opportunities to stakeholders, coordination with departmental and college-level contacts to increase outreach for HI-related opportunities, HI website management and updates. Coordinate co-sponsorship requests, identify endowment funding sources, and provide publicity and graphics for events on as-needed basis Develop webpages and assemble content to feature and represent HI and its various programs for external and internal audiences. Create forms and applications for various HI competitions or programs and coordinate the review process with committee members.Events Coordination: Work with HI leadership and HI-supported grants to plan, manage, and execute events in support of various activities, both grant-funded and HI-sponsored. Functions include vendor set-up, PO and contract creation for payments, travel set-up, RTA creation, hotel reservations, car rentals, catering ordering and logistics, ASL coordination, room reservations, on-the-ground logistics, graphic design, social media publicity campaigns, purchasing, coordination with talent and speakers, reimbursements, and coordination with COLA business offices for final payments.Human Resources: Oversee hiring of HI personnel and HI-supported grant personnel, including background checks, EID creation, offer letter drafting, obtaining signatures, uploading documents to Workday and/or COLA HR, confirm costing allocations, submit mass hiring processes, create one-time payments, create allowances, create visiting affiliates positions, and submit TRBs. Oversee student hires as they perform work on behalf of HI.Travel: Manage all travel for individual faculty researchers on grants, HI programs, and internal HI awards, including coordinating flights, RTAs, TRRs, travel agency facilitation, hotels, per diems, OOEFs, conference registrations, and other related expenses.Other related functions as assigned.