Executive Assistant & Faculty Affairs Coordinator

Job Posting Title:

Executive Assistant & Faculty Affairs Coordinator

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Hiring Department:

Department of Statistics and Data Sciences

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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:

Jul 01, 2026

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

Provide advanced executive-level support to the Department Chair and manages faculty affairs processes in a complex and growing academic unit. Exercise independent judgment and initiative to coordinate faculty recruiting, review, appointments, and related processes; manage chair-level workflow and priorities during a period of major growth and change, including the launch and development of the new School of Computing at UT Austin.

Serve as a trusted partner to the Chair and a primary liaison to School, College, and University offices. Work with faculty, departmental leadership, faculty candidates, visitors, and external partners to ensure that important academic and administrative functions are handled accurately, professionally, and on time.

Responsibilities

• Faculty Affairs. Serve as the primary department liaison to CNS Faculty Affairs, ensuring compliance with university and college policies, timelines, and procedures. Coordinate and manage faculty lifecycle processes, including PARs, FARs, CPRs, mid-probationary reviews, promotion and tenure cases, and related actions, while also overseeing teaching evaluations and reporting to ensure completeness, accuracy, and timely submission. In addition, coordinate faculty meetings, committees, and governance processes by preparing agendas, materials, and documentation, maintain official faculty records and track actions, deadlines, and required submissions, and support the Chair in advancing faculty-related priorities tied to departmental growth, recruitment, retention, and organizational transition.

• Executive Operations and Department Chair Workflow. Provide high-level executive support to the Department Chair by managing a complex calendar and prioritizing competing demands in alignment with strategic objectives and institutional deadlines. Oversee the Chair’s daily workflow, exercising discretion and sound judgment to prioritize requests, meetings, and key decision points. Draft and manage correspondence, briefing materials, and presentations on the Chair’s behalf, while also supporting departmental leadership, faculty, and committee activities by preparing agendas, distributing materials, recording minutes or action items as appropriate, and ensuring timely follow-through. Independently triage communications, respond to inquiries, and coordinate travel, reimbursements, and logistics for the Chair and official visitors. Maintain operational continuity and provide leadership support during periods of transition, growth, and organizational change, while upholding professional standards in managing correspondence, files, records, and tracking systems with strong attention to priorities and sensitivities.

• Communication and External Affairs. Serve as a liaison between the Chair’s office and faculty, staff, the School of Computing, the College of Natural Sciences, other university leadership, and external stakeholders while supporting clear and timely communication with faculty, staff, students, visitors, and partners. Manage professional communications on behalf of the Chair, ensuring clarity and alignment with departmental priorities, including internal announcements, departmental listservs and website updates, and other routine chair-level messages. Support selected outward-facing activities such as industry engagement, advisory or partner meetings, alumni or donor coordination, and external communications to help the department represent itself effectively beyond its boundaries. Coordinate events, visits, and engagements with external partners and advisory groups, and prepare materials that support external relations, partnerships, and strategic initiatives. Maintain confidentiality and professionalism when handling sensitive information.

Required Qualifications

• Bachelor’s degree.

• 5+ years clerical experience, including two years at either the Administrative Associate or Senior Administrative Associate level

• Experience managing competing priorities and high-volume workflows independently.

• Strong written and verbal communication skills.

• Demonstrated ability to exercise discretion and maintain confidentiality.

Preferred Qualifications

• Experience supporting a Department Chair, Dean, or academic leadership role.

• Experience in higher education, preferably at UT Austin or similar institution.

• Experience handling faculty affairs processes (PARs, FARs, CPRs, promotion and tenure).

• Experience working with institutional systems (e.g., Workday, *DEFINE, academic reporting systems).

• Experience supporting organizational change, growth, or transition initiatives.

Salary Range

$70,000 - $82,500, commensurate with qualifications and experience.

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Occasional weekend, overtime and evening work.

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.