Administrative Program and Division Coordinator – College of Pharmacy – Division of Pharmacy Practice
| Company | University of Texas – Austin |
|---|---|
| Location | Austin, TX, USA |
| Salary | $54000 – $54000 |
| Type | Full-Time |
| Degrees | Bachelor’s, Master’s, PhD |
| Experience Level | Mid Level, Senior |
Requirements
- Bachelor’s degree and five years of responsible level experience in program administration or program coordination; or master’s degree and three years of relevant experience; or doctoral degree and one year of relevant experience.
- Demonstrated proficiency with Microsoft Office, specifically Outlook, Excel, Word, Teams and PowerPoint.
- Experience in administrative and financial processes such as budgeting, managing expenses, placing orders, paying invoices, and processing reimbursements, reconciling a procurement card statement, etc.
- Experience in human resource processes such as recruiting, hiring, supervising.
- Demonstrated ability to communicate effectively, and work collaboratively and independently without supervision.
Responsibilities
- Supports the daily administrative, research and educational program operations of the Division of Pharmacy Practice with leadership from the division head and support from the Director of Faculty Support and Administrative Services. Implements organizational workflows and processes to improve the efficiency of administrative support for faculty, staff and students. Communicates with faculty staff and students to facilitate all division and program objectives as requested.
- Assists with program activities and event coordination, to include travel, purchasing, events coordination, luncheons, seminars and other needs as required to support the division and faculty. Initiates and processes related administrative and financial transactions.
- Initiates and monitors human resources transactions in Workday for the division and its faculty as requested. Communicates with the Texas Global International Office to coordinate incoming employee and student visas and manage current visas in the division. Monitors and ensures timely completion of all timesheets and payroll transactions in Workday for division staff and students.
- Prepares division annual reports, recruitment reports, and budget projections as requested. Monitors budget and division expenditures in accordance with budget allocations and college financial and administrative guidelines.
- Processes tuition remission benefit and scholarship awards for students as needed by the division. Coordinates with the College of Pharmacy graduate program coordinator and division faculty to assist with recruitment and onboarding processes.
- Assists division faculty with grant proposal development, writing and editing, as requested. Assist in fundraising efforts for divisional activities, as appropriate.
- Assists the division head with instructional assignments and faculty workload, as directed. Manage the course evaluation process for the division faculty. Coordinate the distribution of course materials and other program information to students.
- Assists with faculty recruiting and search efforts, including travel arrangements and reimbursements.
- Assists with any general administrative needs or special projects, as assigned.
- Additional duties as assigned.
Preferred Qualifications
- Experience in higher education administration and support.
- Demonstrated proficiency with tools such as Box cloud document sharing, Qualtrics, DocuSign, Workday, Zoom, Webex, email and marketing tools.
- Experience with UT financial and human resource systems such as DEFINE, FRMS and Workday.
- Experience with or an understanding of the United States visa processes, such as for F-1 students, J-1 visitors, and H1B employees.