Fellowship Coordinator, The Harry Ransom Center

Phase2 Technology; Austin (TX); On-site; USD 50,000 - 61,000; Full time

Job summary

The University of Texas at Austin's Harry Ransom Center seeks a Fellowship Coordinator to support the fellowship program and visiting scholars. You will handle applications, notifications, and logistics for fellows, including paperwork, visas, and onboarding.

Responsibilities include processing stipends, coordinating reviews, and ensuring compliance with university policies. A Bachelor's degree and strong organizational and communication skills are required.

Qualifications

• Bachelor's degree or equivalent in a relevant field and at least 2 years coordinating programs or office administration.
• Strong organizational and communication skills with ability to manage multiple priorities.
• Experience with standard office software and scheduling/database tools.
• Experience supporting fellowship or academic programs is a plus.
• Knowledge of UT systems like Workday, DEFINE and FRMS is beneficial.

Responsibilities

• Coordinate annual fellowship application process including posting, collecting materials, and notifying applicants.
• Arrange logistics for incoming research fellows and onboarding, including visas and paperwork.
• Process stipends and honoraria; manage reviews and documentation of decisions.
• Serve as expert on international visitors and visa guidance in compliance with policies.
• Create orders, contracts, and payments for fellowship activities and events.
• Provide broader logistical support for scholarly programs and events.

Skills

Organizational skills

Communication skills

Office software

Time management

Education

Bachelor's degree

Master's degree preferred

Tools

Workday

DEFINE

FRMS

CRM databases

Job description

Job Posting Title:

Fellowship Coordinator, The Harry Ransom Center

Hiring Department:

Harry Ransom Center

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt from FLSA

Earliest Start Date:

Oct 01, 2026

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

About the Harry Ransom Center:

The Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collections provide unique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts. Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings. The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad audience through the preservation and sharing of its extraordinary collections.

Purpose

The Fellowship Coordinator provides administrative and operational support for the Ransom Center's fellowship program and other visitors. The Fellowship Coordinator reports to the Head of Finance & Administration and works closely with the Head of Fellowships to support the Fellowship Program and other scholarly and programmatic visitors to the Ransom Center.

Responsibilities

• Coordinate annual application process for the fellowship program, including posting opportunities, managing application systems, tracking materials, and communicating with applicants. Support Head of Fellowships during review and selection process: organize and distribute application materials, schedule review meetings, and document decisions. Process honorarium payments to review committee members. Notify applicants of decisions.
• Coordinate logistics for incoming research fellows; including processing necessary paperwork for fellows' visits, including offer letters, Workday appointments, payment documentation, and visas. Track arrival and departure dates and manage and assign fellows offices. Communicate regularly with fellows both ahead of, during, and following their visit.
• On arrival, support fellows through the onboarding process, including necessary identification, visa assistance, and guidance on IRS requirements. Collect documents and process stipend payments using Define and FRMS. Troubleshoot visa and payment situations, utilizing other procurement and payment processes such as contracts and Define payment vouchers when necessary.
• Serve as the subject matter expert for international visitors to the Harry Ransom Center, including fellows, speakers, and other visiting scholars. Process visa requests following guidance from Texas Global and ensure university, state, and federal policy is followed.
• Create orders, purchase requests, and contracts, and process payments for expenses related to fellowship program activities and events. Serve as backup to the Business Office for honorarium and stipend payments to other Ransom Center visitors and scholars.
• Provide logistical support for works in progress series and other programs and social events for visiting scholars, and other visitors to the Ransom Center.
• Other related functions as assigned.

Required Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience in one or more of the Ransom Center's fields of focus (literature, theatre & performing arts, film, photography, art, or early books and manuscripts)
• At least 2 years of demonstrated experience in administrative coordination, program support, or office management.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Proficiency with standard office software and systems (e.g., Microsoft Office, M365, and other scheduling and database tools).

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Master's degree or equivalent combination of education and relevant experience in one or more of the Ransom Center's fields of focus (literature, theatre & performing arts, film, photography, art, or early books and manuscripts)
• Experience working in higher education, libraries, archives, or cultural institutions.
• Familiarity with application management systems or CRM-style databases.
• Experience supporting academic, research, or fellowship programs.
• Experience with UT financial and HR systems, including Workday, DEFINE, and FRMS
• Experience working with international visitors or US visa requirements

Salary Range

$55,500.00, non‑negotiable

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Lifting and moving

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be 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.

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.

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 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.