Job Posting Title:
Administrative Program and Division Coordinator, College of Pharmacy, Division of Pharmacy Practice----
Hiring Department:
College of Pharmacy----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Exempt----
Earliest Start Date:
Mar 06, 2025----
Position Duration:
Expected to Continue----
Location:
UT MAIN CAMPUS----
Job Details:
General Notes
The University of Texas at Austin provides competitive compensation plans plus a comprehensive benefits package that includes: insurance and Teachers Retirement System (TRS) retirement benefits; paid vacation, sick and holiday time off; access to employee professional development and wellness services; the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program; and more.
This position may occasionally be requested to work additional hours or weekends as needed to complete time-sensitive projects or facilitate events and programs.
Purpose
The Administrative Program and Division Coordinator reports to the Directory of Faculty Support and Administrative Services in the College of Pharmacy and oversees the daily operations of the Division of Pharmacy Practice, as directed by the Division Head.
Responsibilities
Supports the daily administrative, research and educational program operations of the Division of Pharmacy Practice with leadership from the division head and support from the Director of Faculty Support and Administrative Services. Implements organizational workflows and processes to improve the efficiency of administrative support for faculty, staff and students. Communicates with faculty staff and students to facilitate all division and program objectives as requested.
Assists with program activities and event coordination, to include travel, purchasing, events coordination, luncheons, seminars and other needs as required to support the division and faculty. Initiates and processes related administrative and financial transactions.
Initiates and monitors human resources transactions in Workday for the division and its faculty as requested. Communicates with the Texas Global International Office to coordinate incoming employee and student visas and manage current visas in the division. Monitors and ensures timely completion of all timesheets and payroll transactions in Workday for division staff and students.
Prepares division annual reports, recruitment reports, and budget projections as requested. Monitors budget and division expenditures in accordance with budget allocations and college financial and administrative guidelines.
Processes tuition remission benefit and scholarship awards for students as needed by the division. Coordinates with the College of Pharmacy graduate program coordinator and division faculty to assist with recruitment and onboarding processes.
Assists division faculty with grant proposal development, writing and editing, as requested. Assist in fundraising efforts for divisional activities, as appropriate.
Assists the division head with instructional assignments and faculty workload, as directed. Manage the course evaluation process for the division faculty. Coordinate the distribution of course materials and other program information to students.
Assists with faculty recruiting and search efforts, including travel arrangements and reimbursements.
Assists with any general administrative needs or special projects, as assigned.
Additional duties as assigned.
Required Qualifications
Bachelor's degree and five years of responsible level experience in program administration or program coordination; or master's degree and three years of relevant experience; or doctoral degree and one year of relevant experience.
Demonstrated proficiency with Microsoft Office, specifically Outlook, Excel, Word, Teams and PowerPoint.
Experience in administrative and financial processes such as budgeting, managing expenses, placing orders, paying invoices, and processing reimbursements, reconciling a procurement card statement, etc.
Experience in human resource processes such as recruiting, hiring, supervising.
Demonstrated ability to communicate effectively, and work collaboratively and independently without supervision.
Equivalent combination of relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience in higher education administration and support.
Demonstrated proficiency with tools such as Box cloud document sharing, Qualtrics, DocuSign, Workday, Zoom, Webex, email and marketing tools.
Experience with UT financial and human resource systems such as DEFINE, FRMS and Workday.
Experience with or an understanding of the United States visa processes, such as for F-1 students, J-1 visitors, and H1B employees.
Salary Range
$54,000+ depending on qualifications
Working Conditions
Open office environment
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Required Materials (3):
Resume/CV
Letter of Interest
List of 3 Professional References
Important: You will be prompted to submit your Resume/CV in the first step of the online job application process. Then, any additional Required Materials as listed above will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 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.
----
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) [PDF]E-Verify Poster (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.