Administrative Program Coordinator - Part Time, College of Natural Sciences

University of Texas; Utah; On-site; USD 21,000 - 29,000; Part time

Job summary

University of Texas at Austin, Department of Physics, seeks an Administrative Program Coordinator (Part Time) on the UT Main Campus. The 20-hour weekly position supports grant and budget administration, purchasing, and personnel management for research programs within the College of Natural Sciences.

The role requires a BS in Accounting and at least 3 years of program-coordination experience, strong Excel skills, and meticulous attention to detail.

Qualifications

• Bachelor of Science in Accounting from an accredited institution is required.
• At least 3 years of experience coordinating or administering a program.

Responsibilities

• Grant & Budget Administration: assist with day-to-day administration and financial management of research grants, monitor budgets, expenditures and timelines.
• Purchasing & Financial Transactions: prepare and process purchasing documents, reimbursements, invoices, and related records; coordinate with departments and vendors.
• Personnel & Appointment Management: prepare and manage student appointment documentation, including hiring, renewals, funding changes and terminations.
• Records Management & Grant Closeout: maintain organized grant, financial, purchasing, and personnel records; assist with grant closeout activities.
• Liaison & Coordination: serve as a liaison between faculty and university offices including research administration, finance, purchasing, payroll, and HR.

Skills

Strong organizational skills

Excellent attention to detail

Strong communication skills

Education

Bachelor of Science in Accounting

Tools

Microsoft Excel

Job description

Job Posting Title: Administrative Program Coordinator - Part Time, College of Natural Sciences

Hiring Department: Department of Physics

Position Open To: All Applicants

Weekly Scheduled Hours: 20

FLSA Status: Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

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. https://cns.utexas.edu.

Responsibilities

• Grant & Budget Administration: Assist with the day-to-day administration and financial management of research grants. Monitor grant budgets, expenditures, balances, and project timelines. Generate routine and ad hoc financial reports for faculty review. Reconcile transactions and identify potential budget discrepancies or compliance concerns.
• Purchasing & Financial Transactions: Prepare and process purchasing documents, requisitions, reimbursements, invoices, and related records. Coordinate with university departments, vendors, and administrative offices to resolve purchasing and payment issues.
• Personnel & Appointment Management: Prepare and manage student appointment documentation, including hiring, renewals, funding changes, and terminations. Track appointment dates, payroll information, funding sources, and required approvals.
• Records Management & Grant Closeout: Maintain organized and accurate grant, financial, purchasing, and personnel records. Assist with grant closeout activities and other administrative tasks as assigned.
• Liaison & Coordination: Serve as a liaison between the faculty member and relevant university offices, including research administration, finance, purchasing, payroll, and human resources.

Required Qualifications

• Bachelor of Science degree in Accounting from an accredited institution.
• At least 3 years of experience coordinating or administering a program.
• Strong knowledge of accounting principles, financial reporting, budgeting, and account reconciliation.
• Strong organizational, analytical, and administrative skills.
• Excellent attention to detail and the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Excel and other standard accounting software.
• Strong communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently and collaborate effectively with faculty, students, and administrative staff.

Salary Range

$25,000

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

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 documents to prove your identity and authorization to work in the United States. Documents need to present no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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]

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) and may be identified as a Campus Security Authority (Clery Act). They 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.

Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site.

Comments and Inquiries: Email comments to [e-mail]. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone]. UT Austin is a Tobacco-free Campus