Academic Program Coordinator

Job Posting Title:

Academic Program Coordinator

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Hiring Department:

Teresa Lozano Long Institute of Latin American Studies

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Position is 100% on-site. Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Purpose

This position supports the academic programs of the Teresa Lozano Long Institute of Latin American Studies (LLILAS) and the academic efforts of the LLILAS partnership with the Nettie Lee Benson Latin American Collection.

Responsibilities

1.      Visiting Scholars Administration

• Coordinate LLILAS visiting scholar programs, including the Tinker and VRP post-award process, which includes onboarding, travel, reimbursements, and all logistics involved
• Coordinate any LLILAS visiting scholar as assigned
• Coordinate LLILAS and LLILAS Benson Research Affiliate appointments, with a maximum of ten appointments annually under the supervision of the LLILAS Director and UTL Benson Director
• Coordinate and manage the LLILAS Benson Becas competition, including post- and pre-award logistics
• Process J-1 visa applications for visiting scholars and research fellows, including PARs, Workday appointments, required documentation, and approvals.
• Welcome and support LLILAS and LLILAS Benson visiting scholars upon arrival and provide orientation support.
• Prepare bilingual announcements and notify the LLILAS and LLILAS Benson community about upcoming scholar visits, as needed.

2.      Course Scheduling

• Coordinate the LLILAS course scheduling process and provide course-related information and data for ad hoc reporting.
• Meet course scheduling deadlines set by UT and the College of Liberal Arts (COLA).
• Work with LLILAS faculty, visiting professors, the COLA Dean's Office, and the UT Registrar's Office to plan and schedule fall, spring, and summer courses.
• Collaborate with COLA departments and UT colleges and schools to cross-list Latin American Studies courses.
• Work closely with the Associate Director of Student Programs to ensure course management

3.      HR Administration

• Submit and process LLILAS Workday appointments, including hiring materials, onboarding paperwork, I-9 completion, and related administrative HR support.
• Coordinate HR documentation and approvals for faculty, staff, visiting scholars, and student appointments.
• Assist with Workday-related HR actions, including appointment changes, extensions, separations, and other personnel updates.
• Support LLILAS human resources operations by completing other assigned administrative duties, including approving timesheets, as needed.

4.      Course Enrollment

• Collaborate with LLILAS academic and communications staff to publicize courses.
• Monitor enrollment at the beginning of each semester and submit small class exception petitions to the COLA Dean's Office as necessary.
• Participate in regular COLA course scheduler meetings and schedule final exams.
• Coordinate the Course Instructor Survey process with faculty.

5.      Administrative Support

• Support LLILAS undergraduate events and support LLILAS undergraduate student competitions

Other related duties as assigned

Attend assigned trainings

Required Qualifications

• Bachelor's degree and three years of experience coordinating or administering a program.
• Demonstrated initiative and follow-through; tact; diplomacy; and judgment in dealing with students, faculty, staff, and administrators; punctuality and professional demeanor.
• Excellent oral and written communication skills.
  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than three (3) years of relevant administrative experience.
• Experience in higher education, particularly in course scheduling or course enrollment.
• Experience in administrative support functions
• Experience in HR support functions.
• Bilingual in Spanish or Portuguese

Salary Range

$50,000 - $55,688

Working Conditions

• Typical office conditions
• Repetitive use of a keyboard at a workstation

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:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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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.