Executive Assistant/Faculty Affairs Coordinator, iSchool

The University of Texas at Austin; Austin (TX); On-site; USD 60,000 - 81,000; Full time

Benefits offered by this job

Competitive health benefits

Flexible spending accounts

TRS retirement benefits

Library access and campus perks

Job summary

The University of Texas at Austin's iSchool is seeking an Executive Assistant/Faculty Affairs Coordinator to provide comprehensive administrative support to the Department Chair and manage faculty affairs processes during a period of growth as the department joins the School of Computing.

You will coordinate recruiting, appointments, and related workflows, serve as a liaison to other university offices, and support Chair-level priorities.

Qualifications

• Bachelor's degree and 5+ years of progressively responsible administrative, project-coordination, or faculty affairs experience, including 2 years at the Administrative Associate/Senior Administrative Associate level or equivalent.
• Ability to manage competing priorities and high-volume workflows independently.
• Strong written and verbal communication skills.
• Demonstrated discretion and ability to maintain confidentiality.
• Skilled in Microsoft 365 applications and demonstrated ability to quickly master new systems.

Responsibilities

• Serve as the primary department liaison to CNS Faculty Affairs, ensuring compliance with university policies and timelines.
• Coordinate and manage faculty lifecycle processes ( PARs, FARs, CPRs, etc.), oversee teaching evaluations and reporting.
• Coordinate faculty meetings, committees, and governance processes; prepare agendas and materials.
• Maintain official faculty records and track actions, deadlines, and submissions.
• Support the Chair in advancing faculty-related priorities tied to departmental growth and transition.
• Provide high-level executive support to the Department Chair, draft correspondence, briefing materials, and presentations.
• Coordinate travel, reimbursements, and logistics for the Chair and visitors.
• Serve as liaison between the Chair's office and faculty, staff, and external partners.

Skills

Communication skills

Discretion & confidentiality

Microsoft 365

Project coordination

Administrative support

Education

Bachelor's degree

Tools

Microsoft 365

Job description

Executive Assistant/Faculty Affairs Coordinator, iSchool

Job Posting Title: Executive Assistant/Faculty Affairs Coordinator, iSchool

Hiring Department: Department of Information

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Aug 17, 2026

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

In a world where information is one of our most important resources, the iSchool https://ischool.utexas.edu/about is changing the ways we interact with information and technology — making the world a better, fairer place and protecting our collective memory. You'll be working for a university internationally recognized for its academic programs and research. If you want to know that your work has meaning and impact, you'll like working in our department and at UT Austin.

Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship.

UT Austin offers a comprehensive benefits package https://hr.utexas.edu/prospective/benefits, including:

• 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
• Flexible spending accounts for medical and childcare expenses
• Free access to UT Austin libraries and museums, and free rides on UT Shuttle and CapMetro with staff ID

Purpose

The Executive Assistant & Faculty Affairs Coordinator provides comprehensive administrative support to the Department Chair and manages faculty affairs processes in a complex, growing academic unit. This role works closely with the Department Chair to coordinate faculty recruiting, review, appointments, and related processes, and to support Chair-level workflow and priorities during a period of major growth as the department joins the new School of Computing. The role serves as a trusted partner to the Chair and a primary liaison to other university offices, working with faculty, departmental leadership, faculty candidates, visitors, and external partners to ensure academic and administrative functions are handled accurately, professionally, and on time. The scope and responsibilities of this role are expected to grow with the iSchool and the School of Computing, offering significant opportunity for a strategic, ambitious professional.

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, and promotion and tenure cases. Oversee teaching evaluations and reporting to ensure completeness, accuracy, and timely submission
• Coordinate faculty meetings, committees, and governance processes, including preparing agendas, materials, and documentation
• Maintain official faculty records and track actions, deadlines, and required submissions
• Support the Chair in advancing faculty-related priorities tied to departmental growth, recruitment, retention, and organizational transition

Executive Operations & Department Chair Workflow

• Provide high-level executive support to the Department Chair, helping ensure the unit meets strategic objectives and institutional deadlines
• Exercise discretion and sound judgment to prioritize the Chair's requests, meetings, and key decision points
• Draft and manage correspondence, briefing materials, and presentations on the Chair's behalf
• Prepare agendas, distribute materials, and record minutes or action items for departmental leadership, faculty, and committee activities
• Coordinate travel, reimbursements, and logistics for the Chair and official visitors

Communication & External Affairs

• Serve as liaison between the Chair's office and faculty, staff, the School of Computing, the College of Natural Sciences, other university leadership, and external stakeholders
• Manage professional communications on the Chair's behalf, including internal announcements, departmental listservs, and website updates
• Support some outward-facing activities such as industry engagement, advisory or partner meetings, and alumni or donor coordination
• Coordinate events, visits, and engagements with external partners and advisory groups

Required Qualifications

• Bachelor's degree and 5+ years of progressively responsible administrative, project-coordination, or faculty affairs experience, including 2 years at the Administrative Associate/Senior Administrative Associate level or equivalent, or a relevant graduate degree
• Demonstrated ability to manage competing priorities and high-volume workflows independently
• Strong written and verbal communication skills
• Demonstrated ability to exercise discretion and maintain confidentiality
• Skilled in Microsoft 365 applications and demonstrated ability to quickly master new systems

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience supporting a Department Chair, Dean, or academic leadership role
• Experience in higher education, preferably at UT Austin or a similar institution
• Experience handling faculty affairs processes (PARs, FARs, CPRs, promotion and tenure)
• Experience supporting organizational change, growth, or transition initiatives

Salary

$70,000

Working Conditions

• Based on campus in Austin, TX; expected to work in-person Monday through Friday with opportunity for a hybrid schedule after a probationary period.
• Standard office environment; repetitive use of a keyboard at a workstation
• Occasional evening and weekend work

Required Materials

• Resume/CV
• 3 work references with contact information; at least one from a supervisor
• Letter of interest

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.

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.

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.

The University of Texas at Austin uses 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]

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) report. If this position is identified as 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.