Faculty Affairs Coordinator

Faculty Affairs Coordinator

Hiring Department: Faculty Affairs

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Jun 22, 2026

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Job Details: General Notes

UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)
• Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick leave, and holidays
• Teachers Retirement System of Texas (a defined benefit retirement plan)
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums
• Free rides on all UT Shuttle and Capital metro buses with staff ID card

Purpose

Provide high-level administrative and operational support for faculty initiatives within the Office of the Executive Vice President and Provost, particularly in regards to the Civitas Institute and the Clements Center. This includes, but is not limited to, supporting faculty recruitment, faculty lifecycle management, business operations, coordination of administrative processes, faculty searches, onboarding activities, and related financial and contractual functions.

Responsibilities

EVPP Faculty Affairs Administration

• Recruitment & Hiring: Assist with faculty search coordination, prepare and route faculty hiring documentation, draft offer letters, and coordinate onboarding logistics (IT setup, keys & building access, parking, system access, background checks, I-9, orientation) in collaboration with the EVPP operations team.
• Faculty Appointments & Compensation: Manage the full lifecycle of faculty appointments, including renewal, inactivation, and reactivation of professional-track faculty; processing of joint, courtesy, and academic affiliate appointments; coordination of endowed fellow, chair, and professorship appointments; and administration of emeritus nominations. Evaluation: Coordinate all faculty evaluation types—annual reviews, mid-probationary reviews, comprehensive periodic reviews, and promotion and tenure—including dossier preparation and routing, in coordination with candidates, committees, CSU leadership, and the Provost's Office.
• Leave & Separations: Process faculty leave requests (FMLA, leave without pay, modified instructional duties). Coordinate resignation processing, terminations, and retirement in accordance with benefits requirements and Provost's Office guidelines.
• Policy Guidance & Compliance: Serve as a front-line resource for faculty and institute leadership on faculty HR policies and procedures; develop and maintain unit-level policies, procedures, and governance structures in coordination with leadership and in alignment with Provost's Office, University, and UT System policies and guidelines.
• Demonstrated capability to prioritize effectively between the differing needs of stakeholders

Contracts, Financial Processing, & Business Operations

• Collaborate with the Business Operations team with preparation and processing of contracts related to faculty and program activities including managing vendor relationships.
• Coordinate reimbursements and payment processing for submission to the Business Operations team.
• Support travel coordination including flight and accommodation arrangements.
• Work with Business Affairs teams to ensure accurate financial documentation and compliance.
• Support expenditures to and from faculty accounts (start-up, grants, etc.).

Strategic Administrative and Program Support

• Provide administrative coordination for strategic initiatives and programs including, but not limited to, the President's Faculty Advisory Cohort (PFAC) and Faculty Instructional Support and Development (FISD).
• Support implementation of key projects and initiatives.
• Develop timelines, track deliverables, and maintain project documentation for key initiatives.
• Coordinate communications and materials supporting key activities.
• Maintain organized electronic and administrative records.
• Support scheduling and meeting planning for key convenings.

Events and Programming Support

• Provide logistical coordination for workshops, meetings, and events.
• Coordinate scheduling, space reservations, catering, parking, and other vendor logistics; submit Official Occasion Expense Forms and secure approval for needed resources.
• Assist with event communications and payment processing.
• Support execution of programming and special initiatives.

Perform other related functions as assigned.

Required Qualifications

• Bachelor's degree and at least three (3) years of professional administrative experience.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and detail-oriented skills.
• Demonstrated ability to manage multiple projects simultaneously.
• Ability to maintain confidentiality and manage sensitive information.
• Demonstrated professionalism, tact, and diplomacy.
• Ability to work independently and collaboratively.
• Experience coordinating logistics, scheduling, or administrative operations.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working within UT Austin administrative systems and processes.
• Experience supporting faculty affairs, academic personnel, or higher education administration.
• Familiarity with Interfolio or faculty recruitment systems.
• Experience processing contracts, reimbursements, or financial transactions.
• Experience coordinating academic searches or onboarding processes.
• Experience organizing campus-wide meetings or events.
• Demonstrated capability to prioritize effectively between the differing needs of stakeholders

Salary Range

$60,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position.

Work Shift

• Hybrid work schedule may be available. In-person work expected three days/week and for special events.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest