Job Posting Title:

Postdoctoral Studies, Program Administrator

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Hiring Department:

Office of the Vice Provost and Dean of Graduate Studies

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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:

Sep 25, 2023

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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

Selection made by committee and hiring supervisor based on review of on-line applications and results of personal interviews.  Hiring decision contingent upon candidate clearing security background check.  Must be eligible to work in the United States on a full-time basis for any employer.

You will be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience.  If you are the type of person that wants to know your work has meaning and impact, you will appreciate working in our department and for UT Austin.  UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin’s libraries and museums with staff ID card

• Free rides on all UT shuttle and Austin CapMetro buses with staff ID card

• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .

Purpose

The position is being added given the new Post Doc program that is now under the Grad School Dean responsibilities.

Responsibilities

Strategic Planning & Leadership

• Work closely with the Postdoc Advisory Board and Postdoc Association to establish strategic priorities and an action plan to realize postdoctoral success, including outcomes and measures of success.

• Conduct outreach to faculty mentors, campus administrators, and other stakeholders to identify gaps and innovate solutions impacting postdoctoral success.

• Ideate, organize, and produce related activities.

• Maintain program records and databases, including tracking program participation, assessments, and impact by providing annual and ad hoc reports.

Communication and Resource Development, Navigation and Dissemination

• Develop an institutional mechanism for identifying and tracking postdocs across a variety of disciplines and appointment titles.

• Establish and manage communications for postdoctoral scholars, including but not limited to: updating webpages and the postdoc resource Canvas site, managing the postdoc listserv, and working with departments and faculty to ensure they are connecting postdocs to this hub of resources.

• In collaboration with the Postdoc Advisory Board and Texas Career Engagement, develop and disseminate documents such as postdoc competencies and individual development plans.

• Collaborate with existing offices and initiatives to design a postdoc access map, outlining the key resources and services postdocs do have access to depending on their appointment type and key gaps in need of support. 

Collaborative Event and Program Management

• Create and manage activities and initiatives specifically for postdocs, including orientations, national postdoc week, workshops, seminars, networking events, and other onboarding, community-building, and professional development opportunities.

• Provide guidance and support on best practices for faculty mentors.

• Develop and maintain relationships with key stakeholders across campus including human resources, the Postdoc Association, Texas Career Engagement, Employee Assistance Program, Faculty Affairs, the Center for Teaching and Learning, Ombuds Office, the early career scholar program, the SEC Leadership program and additional core partners to ensure postdocs are well informed and resourced.

• Coordinate the UT Austin distribution of the NSF-NIH "Survey of Graduate Students and Post doctorates in Science and Engineering."

• Implement programs and resources that are innovative and resourceful and meet the most pressing needs first.

Consultations

• Develop and deliver orientation materials and referral systems for key campus centers to ensure postdocs are accessing UT resources effectively.

• Provide consultations to postdoctoral scholars to help them navigate institutional resources and challenges.

Thought Leadership, Service and Professional Development

• Participate in national communities of practice including the National Postdoc Association and the Graduate Career Consortium to learn and apply best practices in postdoctoral scholar professional development and success.

Required Qualifications

Master’s degree in a relevant field, such as education, communication, or human resources and 5+ years of experience in program coordination, communications, program management or a related role. Experience creating and managing events and programs. Excellent communication and interpersonal skills. Strong organizational and time management skills. Strong relationship management skills, identifying mutually beneficial solutions. Experience with program management and database systems. Knowledge or understanding of the postdoctoral experience and academic and alternative-academic job markets. Ability to work effectively and productively individually, yet communicate and collaborate well with others to produce optimal outcomes

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience working in a university setting, especially with advanced degree students or postdocs. PhD. Experience establishing a new role, including documenting responsibilities and practices. Marketing and communication experience. Experience working in career and professional development. Understanding of the unique experiences of postdocs within universities

Salary Range

$65,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

• Work will be conducted in person.

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) [PDF]
• E-Verify Poster (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.