Administrative Program Coordinator

Job Details

General Notes

This position has the option to be part-time, starting at 20 scheduled weekly hours, or up to full-time, at 40 scheduled weekly hours. This is a benefits eligible position. The duration of the position is 5 years.

Purpose

The Program Coordinator provides administrative and operational support to the NSF-funded Quantum Cross-platform Advanced Training (Q-CAT) graduate research training program at UT. This five-year position reports to the Principal Investigator and is responsible for coordinating program logistics, student activities, outreach programs, NSF reports, communications across multiple departments at UT, industry collaborators, external committees, and NSF program managers.

Responsibilities

Manage timelines for program elements, including coursework, mentoring activities, internship placements, seminars, and recruitment cycles.

Organize events such as orientations, workshops, advisory board meetings, symposiums, and site visits.

Manage outreach activities, including summer camps, podcasts, public lectures, and community engagement events.

Provide administrative support to the PI as needed.

Maintain program communications, including updates to websites, newsletters, flyers, announcements, and social media.

Support reporting requirements for the National Science Foundation.

Required Qualifications

Bachelor’s degree with three years of experience.

Experience coordinating scientific, academic, or research programs.

Strong organizational and time-management skills with the ability to manage multiple complex tasks and timelines.

Excellent written and verbal communication skills.

Experience coordinating logistics for workshops, events, or seminars.

Proficiency with Microsoft Office and online project management tools.

Preferred Qualifications

Experience managing NSF or other federal training grants.

Master’s degree or higher in a STEM field.

Experience in a university research environment.

Salary Range

$60,000 (full-time)

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at workstation.

Use of manual dexterity.

Extended work hours may be required.

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.

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.