Division and Faculty Support Coordinator, College of Pharmacy

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Job Description

Job Posting Title:

Division and Faculty Support Coordinator, College of Pharmacy

Hiring Department:

College of Pharmacy

Position Open To:

All Applicants

Weekly Scheduled Hours:


FLSA Status:


Earliest Start Date:


Position Duration:

Expected to Continue Until Aug 31, 2024



Job Details:
General Notes

The University of Texas at Austin provides

competitive compensation plans

plus a

comprehensive benefits package

that includes: insurance and Teachers Retirement System (TRS)

retirement benefits

; paid vacation, sick and holiday

time off

; access to employee

professional development


wellness services

; the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program;

flexible work arrangements

and more.


College of Pharmacy

at The University of Texas at Austin welcomes and respects all individuals and communities by valuing and consciously maintaining awareness of diverse perspectives and experiences. We believe inclusivity is critical to fostering excellence in all of our endeavors, and we promote diversity in our recruiting, hiring and retention practices.

Flexible work arrangements

that serve both job duties and team members are available. This position may occasionally be requested to work additional hours or weekends as needed to complete time-sensitive projects or facilitate events and programs.

Position Duration: Fixed-term position with end date of 8/31/2024, with opportunity for extension dependent on funding and mutual agreement.
The Division and Faculty Support Coordinator provides general division and faculty support across all divisions in the College of Pharmacy where needed.
  • Supports the daily administrative, research and educational program operations of the divisions with direction from the division heads. 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.
  • Initiates and processes administrative and financial transactions for travel, purchasing, events coordination and other needs as required to support the divisions and faculty.
  • 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.
  • Prepares expense reports as requested and budget projections. Monitors 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 divisions. 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.
  • Assists with any general administrative needs related to instructional activities and faculty work loads, as directed.
  • Additional duties as assigned.
Required Qualifications
  • 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, reconciling a procurement card statement, etc.
  • Experience in human resource processes such as recruiting, hiring, supervising.
  • Demonstrated ability to work collaboratively and independently without supervision.
Equivalent combination of relevant education and experience may be substituted as appropriate.
Preferred Qualifications
  • More than five years of experience supporting faculty, research staff and graduate students in administrative and human resource processes.
  • 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.
Salary Range
$54,000+ depending on qualifications
Working Conditions
  • Open office environment
  • Repetitive use of a keyboard at a workstation
  • Use of manual dexterity
Required Materials (3)
  • Resume/CV
  • Letter of Interest
  • List of 3 Professional References, at least one of which must be a current or former direct supervisor
Important: You will be prompted to submit your Resume/CV in the first step of the online job application process. Then, any additional Required Materials as listed above 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 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.) noted above.
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.

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.

Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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.
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


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.

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)


  • E-Verify Poster (Spanish)


  • Right To Work Poster (English)


  • Right To Work Poster (Spanish)



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



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.

If you require alternative methods of application or screening, you must approach the employer directly to request this as H1BVisaJobs is not responsible for the employer’s application process.