Fellowship Program Coordinator - Humanities Research Center

The University of Texas at Austin; Austin (TX); On-site; USD 50,000 - 61,000; Full time

Job summary

The University of Texas at Austin is seeking a Fellowship Coordinator for the Harry Ransom Center to provide administrative and operational support for the fellowship program and other scholarly visitors. The role reports to the Head of Finance & Administration and supports the Head of Fellowships in coordinating applications, visas, stipends, and onboarding.

Responsibilities include coordinating the annual application process, processing honoraria, arranging logistics for visiting fellows, and

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).

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 complex 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 back up 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.

Skills

Communication

Organizational skills

Office software proficiency

Education

Bachelor’s degree or equivalent

Master’s degree preferred

Job description

The University of Texas at Austin is seeking a Fellowship Coordinator for the Harry Ransom Center to provide administrative and operational support for the fellowship program and other scholarly visitors. The role reports to the Head of Finance & Administration and supports the Head of Fellowships in coordinating applications, visas, stipends, and onboarding.

Responsibilities include coordinating the annual application process, processing honoraria, arranging logistics for visiting fellows, and