Senior Administrative Support Coordinator
The University of Texas at Austin, Austin, TX, United States
Senior Administrative Support Coordinator
Job Posting Title:
Senior Administrative Support Coordinator
Hiring Department:
Educational Psychology
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Non-Exempt
Earliest Start Date:
Immediately
Position Duration:
Expected to Continue
Location:
UT MAIN CAMPUS
Purpose
This position will provide administrative support to the Department of Educational Psychology with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.
Responsibilities
Course Inventory maintenance – Update course inventory in Course Inventory Management (CIM) during open periods set by Official Publications. Work with program Area Chairs to ensure course inventory is up to date and in compliance with university standards, including retiring courses and proposing new courses in anticipation of future offerings and program needs. Maintain the FileMaker system for curriculum and course details.
Course Scheduling - Serve as department course scheduler: enter EDP course schedule into Class Manager System during scheduled access periods. Process late schedule changes in the Course Schedule Update (CSU) system as needed. Maintain the course scheduling FileMaker system. Market courses to target audiences as needed/on request. Work closely with program Area Chairs and department leadership to plan curriculum for upcoming years, and maintain the EDP Multi-Year Course Schedule in Excel.
Course Reporting, Grades, Final Exams & Course Evaluations – Manage course instructor surveys (CIS) and course evaluation surveys (CES) in UT systems. Manage the FaSET system updates each semester (instructor CV and syllabi collection and upload); maintain departmental syllabus archive. Serve as the grade representative for the department: oversee grade submission by faculty and instructors of record, request deadline extensions, process updates of academic records, and record grades for individual instruction. Request final exam information from instructors and input it into the Final Exam Request system.
Undergraduate Program Liaison - Manage EDP Undergraduate Minor: maintain EDP Minor listserv, communicate regularly with students in the minor, and answer minor-related inquiries. Share EDP Minor information with students at the campus-wide Minor and Certificate Fair. Serve as liaison for the development of new undergraduate certificates.
Room Scheduling - Manage departmental room reservations for courses, meetings, and events. Coordinate room reservations for classroom needs, including both GPC and EDP classrooms; work with other departments to reserve rooms if a classroom is not available. Maintain the EDP Room Scheduling system.
General Department Communication – Assist with primary office voicemail and email inbox and reply/distribute as needed. Moderate listserv email requests. Maintain login authorizations for UT Mainframe, and EID management for departmental faculty and staff as DPUSER departmental contact.
Other duties as assigned.
Required Qualifications
Clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level, with a High School Diploma or GED or Bachelor’s Degree with at least one year of experience working with college students in an administrative or advising capacity.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Demonstrated ability to work as a member of a team in a dynamic environment and a commitment to service excellence.
Knowledgeable of university resources, policies, and academic systems.
Proficient in MS Excel, MS Forms/SharePoint, Qualtrics, Mainframe, and FileMaker Pro.
Salary Range
$55,000 + depending on qualifications
Working Conditions
May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Use of manual dexterity.
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
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.
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Job Posting Title:
Senior Administrative Support Coordinator
Hiring Department:
Educational Psychology
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Non-Exempt
Earliest Start Date:
Immediately
Position Duration:
Expected to Continue
Location:
UT MAIN CAMPUS
Purpose
This position will provide administrative support to the Department of Educational Psychology with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.
Responsibilities
Course Inventory maintenance – Update course inventory in Course Inventory Management (CIM) during open periods set by Official Publications. Work with program Area Chairs to ensure course inventory is up to date and in compliance with university standards, including retiring courses and proposing new courses in anticipation of future offerings and program needs. Maintain the FileMaker system for curriculum and course details.
Course Scheduling - Serve as department course scheduler: enter EDP course schedule into Class Manager System during scheduled access periods. Process late schedule changes in the Course Schedule Update (CSU) system as needed. Maintain the course scheduling FileMaker system. Market courses to target audiences as needed/on request. Work closely with program Area Chairs and department leadership to plan curriculum for upcoming years, and maintain the EDP Multi-Year Course Schedule in Excel.
Course Reporting, Grades, Final Exams & Course Evaluations – Manage course instructor surveys (CIS) and course evaluation surveys (CES) in UT systems. Manage the FaSET system updates each semester (instructor CV and syllabi collection and upload); maintain departmental syllabus archive. Serve as the grade representative for the department: oversee grade submission by faculty and instructors of record, request deadline extensions, process updates of academic records, and record grades for individual instruction. Request final exam information from instructors and input it into the Final Exam Request system.
Undergraduate Program Liaison - Manage EDP Undergraduate Minor: maintain EDP Minor listserv, communicate regularly with students in the minor, and answer minor-related inquiries. Share EDP Minor information with students at the campus-wide Minor and Certificate Fair. Serve as liaison for the development of new undergraduate certificates.
Room Scheduling - Manage departmental room reservations for courses, meetings, and events. Coordinate room reservations for classroom needs, including both GPC and EDP classrooms; work with other departments to reserve rooms if a classroom is not available. Maintain the EDP Room Scheduling system.
General Department Communication – Assist with primary office voicemail and email inbox and reply/distribute as needed. Moderate listserv email requests. Maintain login authorizations for UT Mainframe, and EID management for departmental faculty and staff as DPUSER departmental contact.
Other duties as assigned.
Required Qualifications
Clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level, with a High School Diploma or GED or Bachelor’s Degree with at least one year of experience working with college students in an administrative or advising capacity.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Demonstrated ability to work as a member of a team in a dynamic environment and a commitment to service excellence.
Knowledgeable of university resources, policies, and academic systems.
Proficient in MS Excel, MS Forms/SharePoint, Qualtrics, Mainframe, and FileMaker Pro.
Salary Range
$55,000 + depending on qualifications
Working Conditions
May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Use of manual dexterity.
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
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.
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