Research Core Facilities Program Coordinator, Office of the Vice President for Research, Scholarship, and Creative Endeavors

Job Posting Title: Research Core Facilities Program Coordinator, Office of the Vice President for Research, Scholarship, and Creative Endeavors ---- Hiring Department: Office of the Vice President for Research, Scholarship and Creative Endeavors ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: General Notes The mission of the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at The University of Texas at Austin. OVPR supports the research community by building capacity, promoting collaboration, and providing infrastructure that enables faculty, staff, and students to advance discovery and creative activity. Within OVPR, the Research Core Facilities (RCF) team supports a varied portfolio of shared-use laboratories and research service centers that provide critical infrastructure for the university’s research enterprise. RCF works in partnership with core leaders and stakeholders across campus to ensure access, coordination, and effective use of these resources. UT Austin offers a competitive benefits package that includes: 100% employer-paid basic medical coverage Retirement contributions Paid vacation and sick time Paid holidays Eligible for hybrid telework Please visit our Human Resources (HR) website to learn more about the total benefits offered. Purpose Provides programmatic and operational support for the Research Core Facilities (RCF) program within OVPR. Coordinates activities across communications, events, program administration, and logistics to ensure consistent execution and continuity across RCF initiatives. Serves as a central coordination resource for RCF operations, supporting the Assistant Vice President and program leadership by managing scheduling, communications, event coordination, data collection processes, and administrative workflows. Facilitates organization, timely follow-through, and alignment across multiple concurrent activities involving internal and external stakeholders. Responsibilities Program Coordination & Execution Coordinates planning and execution of Research Core Facilities (RCF) events, meetings and programs, including logistics, catering, materials preparation, vendor communications and post-event follow-up Coordinates a limited number of course and training program operations for BCG, including establishing and maintaining course offerings within registration systems, coordinating with web and program teams to publish and update course information, managing participant communications (confirmations, reminders, issue resolution) Maintains room reservations and scheduling for a limited number of designated RCF-managed spaces Communications & Engagement Support Manages RCF communication channels, including shared email accounts, listservs, and distribution lists ensuring accuracy and reliability of membership and communications Drafts, formats, and distributes routine communications, including announcements, newsletters, and program updates Coordinates communication logistics for RCF staff recruitment activities, including candidate correspondence and scheduling communications Administrative Support to AVP & Program Leadership Coordinates calendar scheduling and meeting logistics for the AVP for RCFs and when needed the CBRS Director, including prioritization of requests and alignment with program needs Coordinates administrative logistics for advisory or governance meetings, including scheduling, material preparation, and documentation of meeting materials Data Collection & Reporting Support Coordinates distribution of RCF programmatic surveys using approved platforms (e.g., Qualtrics, Microsoft Forms, RedCap) Compiles and organizes survey results and program data for reporting purposes Maintains organized records of survey instruments and results Recruitment & Search Coordination Coordinates logistics for recruitment and search activities, including scheduling search committee meetings and candidate interviews (virtual and in-person) Develops and manages candidate itineraries, including coordination of travel, meetings, and on-site logistics Prepares and distributes recruitment-related communications and materials to candidates and stakeholders Maintains organized records of recruitment activities and ensures timely communication throughout the search process Required Qualifications Bachelor’s Degree and at least 3 years of program/project coordination, project support or administrative experience. Demonstrated ability to prioritize work, effectively manage time, and follow through on assigned responsibilities in a collaborative environment. Demonstrated experience coordinating with stakeholders across multiple roles or functions Strong interpersonal and professional communication skills, with the ability to interact effectively with faculty, staff, leadership, students, and external partners Demonstrated analytical and organizational skills, with the ability to compile, organize, and present information accurately and clearly Demonstrated attention to detail and commitment to accuracy in all aspects of work Proven ability to handle sensitive or confidential information with discretion and sound judgment Demonstrated ability to meet deadlines, manage time effectively, and adapt to shifting priorities Proficiency with Microsoft Office Suite (Excel, Outlook, PowerPoint, Teams). Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience supporting event planning and execution, including logistics, communications, and vendor coordination Experience using survey and data collection tools (e.g., Qualtrics, Microsoft Forms) Experience compiling and presenting data (e.g., dashboards, reports, visual summaries) to support program evaluation or decision-making Experience supporting recruitment or search processes, including scheduling and coordinating candidate logistics Basic graphic design skills or experience developing visual materials for communications or events Experience facilitating or supporting group processes or meetings (e.g., coordinating agendas, documenting outcomes) Salary Range $65,000 + depending on qualifications Working Conditions May work around standard office conditions Repetitive use of a keyboard at a workstation Occasional weekend, overtime and evening work to meet deadlines Required Materials Please mark "yes" on the application for required materials. Failure to attach all additional materials listed may affect candidates being considered for the position. 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 RequiredMaterials 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. ---- 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. ---- 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. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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] ---- 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. Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. 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