Job Posting Title:
Administrative Program Coordinator
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Hiring Department:
Department of Psychiatry
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue Until Aug 31, 2026
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Location:
AUSTIN, TX
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Job Details:
Purpose
The Administrative Program Coordinator manages staffing assignments, including hiring and allocation changes, to support NECMHR research activities. It coordinates administrative operations as well as handling equipment and material procurement with vendors to ensure efficient study operations. Additionally, the role oversees scheduling and logistical planning to facilitate the successful execution of research studies. This is a government funded position with an end date of 8/31/2026, renewable based upon availability of funding, work performance, and progress toward research goals.
Responsibilities
- Assists with scheduling and administrative tasks for Director of Research and Clinical Research Manager
- Provides administrative support for the NECMHR and other research initiatives, including oversight of inventory management, clerical duties, and operational support for the research laboratory.
- Follows structural protocols by implementing and executing the conduct of research trials and grant funded research.
- Participates in assigned projects with an emphasis on coordination and communication with research sponsors, community partners, clinical services, University administrators, investigators, subawards and research team members. Manages participant incentives.
- Staffing of research studies, staff allocations and processing of affiliated research payments and incentives.
- Handles all sponsor reporting in collaboration with the department finance team.
- Oversees day-to-day lab operations, equipment maintenance, ordering supplies, coordinating with vendors, and ensuring compliance with departmental and institutional research protocols and safety regulations as well as training new recruits on the OH102 site specific hazard communication training.
Required Qualifications
- Bachelor’s degree with three (3) years’ experience coordinating research studies or Master’s degree and one (1) years' experience.
- Demonstrated detail orientation, ability to follow-through, and strong problem-solving skills.
- Ability to work independently and on a team.
- Excellent written, oral, and interpersonal communication skills.
- Proficiency in Microsoft Excel, Word, and PowerPoint and willingness to learn other technologies as necessary.
Preferred Qualifications
- Previous experience with subject recruitment and retention, human subjects research compliance, and data management.
- Possess effective project management skills, including the ability to plan, organize and schedule work in an efficient and productive manner, focusing on key priorities and meeting deadlines.
Salary Range
$46,000 + depending on qualifications
Working Conditions
- May work around standard office conditions
- May work around biohazards
- May work around chemicals
- Repetitive use of a keyboard at a workstation
- Use of manual dexterity
- Climbing of stairs
- Climbing of ladders
- Occasional weekend, overtime, and evening work to meet deadlines
- This position will be assigned on-campus with an expectation to work on-site for most of the scheduled work week. The supervisor will work with the employee to identify the needs of the School, in order to allow for two Flex Day[s] per week where you are approved to work remotely should you so desire. Remote work will require reliable internet access and a suitable workspace free from distractions.
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.
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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.
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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.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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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.
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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.
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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.
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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:
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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.
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