Executive Assistant

Executive Assistant/Faculty Affairs Coordinator, iSchoolThe Executive Assistant & Faculty Affairs Coordinator provides comprehensive administrative support to the Department Chair and manages faculty affairs processes in a complex, growing academic unit. This role works closely with the Department Chair to coordinate faculty recruiting, review, appointments, and related processes, and to support Chair-level workflow and priorities during a period of major growth as the department joins the new School of Computing. The role serves as a trusted partner to the Chair and a primary liaison to other university offices, working with faculty, departmental leadership, faculty candidates, visitors, and external partners to ensure academic and administrative functions are handled accurately, professionally, and on time. The scope and responsibilities of this role are expected to grow with the iSchool and the School of Computing, offering significant opportunity for a strategic, ambitious professional.In a world where information is one of our most important resources, the iSchool is changing the ways we interact with information and technology — making the world a better, fairer place and protecting our collective memory.You'll be working for a university internationally recognized for its academic programs and research. If you want to know that your work has meaning and impact, you'll like working in our department and at UT Austin.Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship.UT Austin offers a comprehensive benefits package, including:Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)Voluntary vision, dental, life, and disability insurance optionsGenerous paid vacation, sick time, and holidaysTeachers Retirement System of Texas — a defined-benefit retirement plan with employer matchingFlexible spending accounts for medical and childcare expensesFree access to UT Austin libraries and museums, and free rides on UT Shuttle and CapMetro with staff IDResponsibilitiesFaculty AffairsServe as the primary department liaison to CNS Faculty Affairs, ensuring compliance with university and college policies, timelines, and proceduresCoordinate and manage faculty lifecycle processes, including PARs, FARs, CPRs, mid-probationary reviews, and promotion and tenure cases. Oversee teaching evaluations and reporting to ensure completeness, accuracy, and timely submissionCoordinate faculty meetings, committees, and governance processes, including preparing agendas, materials, and documentationMaintain official faculty records and track actions, deadlines, and required submissionsSupport the Chair in advancing faculty-related priorities tied to departmental growth, recruitment, retention, and organizational transitionExecutive Operations & Department Chair WorkflowProvide high-level executive support to the Department Chair, helping ensure the unit meets strategic objectives and institutional deadlinesExercise discretion and sound judgment to prioritize the Chair's requests, meetings, and key decision pointsDraft and manage correspondence, briefing materials, and presentations on the Chair's behalfPrepare agendas, distribute materials, and record minutes or action items for departmental leadership, faculty, and committee activitiesCoordinate travel, reimbursements, and logistics for the Chair and official visitorsCommunication & External AffairsServe as liaison between the Chair's office and faculty, staff, the School of Computing, the College of Natural Sciences, other university leadership, and external stakeholdersManage professional communications on the Chair's behalf, including internal announcements, departmental listservs, and website updatesSupport some outward-facing activities such as industry engagement, advisory or partner meetings, and alumni or donor coordinationCoordinate events, visits, and engagements with external partners and advisory groupsRequired QualificationsBachelor's degree and 5+ years of progressively responsible administrative, project-coordination, or faculty affairs experience, including 2 years at the Administrative Associate/Senior Administrative Associate level or equivalent, or a relevant graduate degreeDemonstrated ability to manage competing priorities and high-volume workflows independentlyStrong written and verbal communication skillsDemonstrated ability to exercise discretion and maintain confidentialitySkilled in Microsoft 365 applications and demonstrated ability to quickly master new systemsRelevant education and experience may be substituted as appropriate.Preferred QualificationsExperience supporting a Department Chair, Dean, or academic leadership roleExperience in higher education, preferably at UT Austin or a similar institutionExperience handling faculty affairs processes (PARs, FARs, CPRs, promotion and tenure)Experience supporting organizational change, growth, or transition initiativesSalary$70,000Working ConditionsBased on campus in Austin, TX; expected to work in-person Monday through Friday with opportunity for a hybrid schedule after a probationary period.Standard office environment; repetitive use of a keyboard at a workstationOccasional evening and weekend workRequired MaterialsResume/CV3 work references with contact information; at least one from a supervisorLetter of interest