TQI Administrative Program Coordinator

Job Posting Title:

TQI Administrative Program Coordinator

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Hiring Department:

Department of Physics

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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

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Department of Physics plays a pivotal role in the advancing of knowledge, nurturing the next generation of physicists and making a lasting impact on the world of physics.

The College of Natural Sciences at UT Austin , strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. What starts here really does change the world. For more information about the College of Natural Sciences, please visit. .

The university offers an impressive benefits package including:

• Employer paid health insurance (employee premiums covered at 100%; spouse and family premiums at 50%)

• Dental, vision, life and disability insurance options

• Paid vacation and sick leave

• Paid holidays

• Retirement plan

For more details, please see: Prospective Employee Benefits and My Total Rewards .

Purpose

The Texas Quantum Institute (TQI), in collaboration with the Department of Physics, is seeking a proactive, detail-oriented, and highly organized Program Coordinator to support the institutes daily operations and facilitate its growing portfolio of research activities. This position offers an exciting opportunity to contribute to a vibrant center at the forefront of quantum science and technology.

Responsibilities

Financial Administration:

• Monitoring/general support of account balances will serve as point of contact on all TQI accounts including grant accounts, departmental and gift accounts.

• Serve as liaison to Physics processing team for submitting invoices for payment, creating wire transfer paperwork and verifying goods and services are received.

• Projection reporting to help guide TQI decision making on future use of funds.

• Advise PIs during grant budget creation to ensure active and prospective employees are budgeted through the award process.

• Provide adhoc reporting on transactional data to provide snapshots of account status

Event Coordination:

• Organize meetings, seminars, and events; manage room reservations, arrange catering and ensure logistical needs are met.

Research Support:

• Provide administrative support to TQI Co-Directors on research grant management, including budget tracking, documentation and travel reimbursements.

• Process costing allocation changes to TQI Personnel to ensure salary of employees is charged to the correct grant or departmental account.

• Serve as time delegate for TQI timesheet approvals

Purchasing:

• Process UTMarket orders

• Serve as liaison to Physics Purchasing team on all TQI ordering. Will involve requesting quotes, submitting purchase order requests, providing additional documentation such as Exclusive Acquisition Justification, Best Value Determination and Federal Forms Justification as needed.

• Monitor encumbrances on accounts to verify when they can be closed out or adjusted based off active payments (wires).

• ProCard Holder and Administrator

• Amazon Business Admin

Required Qualifications

• Bachelors degree or equivalent experience in administration, finance, or a related field.

• Minimum of three (3) years experience tracking budgets, processing payments and reimbursements, using financial programs, and projection reporting.

• Expertise coordinating or administering programs in and academic, research or nonprofit setting.

• Strong organizational skills and attention to detail.

• Proficiency with Microsoft Office suite and experience with financial or administrative management systems.

• Excellent communication and interpersonal skills.

Preferred Qualifications

• Experience with UT financial systems (e.g., Define, UT Market, Workday or similar platforms).

• Event planning skills with demonstrated ability to coordinate seminars, workshops and conferences including logistics like catering, scheduling and reservations.

• Familiarity with research administration, including assisting with grant management, budget tracking and compliance with university policies.

• Ability to prioritize tasks, manage multiple deadlines, and adapt to evolving program needs.

Salary

$60,000

Working Conditions

• Some lifting and moving of equipment may be required.

• May work in standard office conditions.

Required Materials

• Resume/CV

• Cover Letter

• 3 References

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials 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 Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, 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. This information will be pulled into your application. The application is one page, and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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 contractors 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 universitys 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.