Human Resource Coordinator, Aerospace Engineering and Engineering Mechanics in Cockrell School of Engineering

Phase2 Technology; Austin (TX); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Tuition assistance

Health benefits

Paid vacation

Retirement plan

Professional development

Job summary

The University of Texas at Austin is hiring a Human Resources Coordinator for the Department of Aerospace Engineering and Engineering Mechanics. The role focuses on accurate processing of employee appointments, visa coordination, onboarding, timekeeping, and scholarship documentation.

You will liaise with the Dean's Office, Payroll, HR, and other university units to ensure compliance. Key responsibilities include processing appointments for visiting scholars and students, coordinating visas, and

Qualifications

• Bachelor's degree and two years of experience in human resources, business administration, public administration, or a related field.
• Foundational HR concepts and practices are understood.
• Ability to manage a high volume of work assignments in a fast-paced environment.
• Tact, diplomacy, discretion and sound judgment for confidential matters.
• Excellent written and verbal communication, interpersonal skills and professional demeanor.
• Attention to detail and follow-through.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint).
• Relevant education and experience may be substituted as appropriate.

Responsibilities

• Process HR Appointments - create and modify appointments for visiting scholars, post-doctoral fellows, graduate and undergraduate students, and research staff.
• Visa Coordination - coordinate visas for international employees and visiting scholars with Texas Global.
• New Employee Onboarding - manage onboarding, background checks, I-9, policies, and benefits enrollment deadlines.
• Process Employee Separations - handle out-processing and appointment terminations in Workday.
• Process Scholarship and Tuition Reduction documents for graduate students.
• Compliance - run monthly compliance reports and maintain personnel files.
• Timekeeping - manage timesheets, approve entries and process leave payouts.
• Administrative Support - assist the Director and recruitment activities; handle confidential matters.
• Perform other related functions as assigned.

Skills

Communication skills

Attention to detail

Discretion

Professional demeanor

Education

Bachelor's degree

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Job Posting Title: Human Resource Coordinator, Aerospace Engineering and Engineering Mechanics in Cockrell School of Engineering

Hiring Department: Department of Aerospace Engineering and Engineering Mechanics

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin (UT Austin) has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named "America's Coolest City" by Expedia and "The Best Place to Live in the U.S." by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders. UT Austin, recognized by Forbes as one of "America's Best Large Employers", provides outstanding employee benefits and total rewards packages that include:

• 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 8.25% 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

About Us

As the new space age emerges, the Department of Aerospace Engineering and Engineering Mechanics at The University of Texas at Austin has the exciting opportunity to establish ourselves as the nucleus for technology development for new space and as the hub for the next generation of computational methods and data analytics for aerospace. This role has a high impact on our ability to support our cutting‑edge research and efforts in areas such as space engineering/science, aviation, robotics, computation, mechanics and more. At UT Aerospace, where our academic programs rank among the top 10 in the nation, the sky is not the limit!

Purpose

The Human Resources Coordinator position provides comprehensive human resources and administrative support for the Department of Aerospace Engineering and Engineering Mechanics (ASE/EM), with primary responsibility for the accurate and timely processing of employee appointments (including student employees, research staff, and visiting scholars), visa coordination, onboarding and separations, timekeeping, and graduate student scholarship and tuition benefit documentation. The role serves as departmental liaison to the Dean's Office, Payroll Office, Human Resources, and other University offices, and ensures departmental compliance with university, state, and federal policies through the preparation of compliance reports and the maintenance of complete and accurate personnel records. In addition, the position provides administrative support to the Department Director by assisting with departmental operations, coordinating staff recruitment activities, and supporting projects requiring independent judgment, discretion, and a high level of confidentiality. This role offers an excellent opportunity for a candidate looking to build a career in human resources at UT Austin, providing hands‑on exposure to the full range of HR functions - from appointments, onboarding, and compliance to high‑level administrative support - within a dynamic, research‑driven academic department.

Responsibilities

• Process HR Appointments - Create new visiting scholar, post‑doctoral fellow, undergraduate, and graduate student employee appointments, as well as appointments for research staff and unpaid visiting researchers. Process costing changes as needed for all appointments, ensuring accuracy and adherence to university payroll deadlines.
• Visa Coordination - Work with faculty and departmental administrative staff to coordinate visas for international employees and visiting scholars. Coordinate with Texas Global to obtain necessary visa paperwork through myIO, ensuring all steps are completed so that visas are received in a timely manner.
• New Employee Onboarding - Coordinate and complete the onboarding process for new employees, including processing background checks, I‑9 paperwork, and informing new employees of applicable HR policies such as timekeeping, payroll deadlines, and benefits enrollment deadlines. Monitor onboarding activity to ensure all necessary actions are taken.
• Process Employee Separations - Coordinate out‑processing for separating employees, including providing guidance on retirement paperwork needed, processing payouts at separation, and terminating appointments in Workday.
• Process Scholarship and Tuition Reduction Benefit Documents - Process scholarship and tuition documents each semester for graduate students, to include tuition vouchers and international fees. Coordinate with research centers and other departments as necessary to ensure all ASE/EM students receive tuition and scholarship support, as applicable.
• Compliance - Run monthly compliance reports related to onboarding, time & leave, payouts at separation, work authorizations, etc. to ensure the department remains in compliance with all HR policies. Maintain centralized department personnel files ensuring their accuracy and completeness.
• Timekeeping - Serve as the department's primary point of contact for timekeeping questions and issues. Review and approve timesheets for department staff and research personnel, monitor timesheets on a monthly basis, send reminders as appropriate, and process leave balance payouts as required by university policy.
• Administrative Support - Provide support to the Director in all aspects of administration. Assist with departmental operations, coordination of staff recruitment efforts, and various projects that require exercising a high degree of initiative and judgment.
• Perform other related functions as assigned.

Required Qualifications

• Bachelor's degree and two years of experience in human resources, business administration, public administration, or a related field.
• Working knowledge of foundational human resources management concepts and practices.
• Demonstrated ability to manage a high volume of work assignments in a fast‑paced and dynamic environment while maintaining accuracy and meeting deadlines.
• Proven ability to exercise tact, diplomacy, discretion, and sound judgment when handling sensitive and confidential matters.
• Excellent written and verbal communication skills, with strong interpersonal skills and a professional demeanor, and the ability to work effectively both independently and as part of a team.
• Demonstrated attention to detail and follow‑through.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint).

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than the required amount of related experience.
• Experience working in a higher education environment, including working closely with faculty and graduate students.
• Experience working in a research environment.
• Familiarity with UT Austin policies and procedures, particularly those related to HR or student employment.
• Demonstrated ability to anticipate departmental needs, proactively identify opportunities for improvement, and develop systems to streamline processes.
• Strong Microsoft Excel, data tracking, and organizational skills.
• Working knowledge of Workday, DEFINE, NRRECS, EASI, and GSIS systems.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• Work is performed in a standard office environment.
• Repetitive use of keyboard at workstation.
• Work outside of standard business hours, including evenings and weekends, is required.

Work Shift

• Standard business hours are Monday - Friday 8:00 a.m. to 5 p.m.
• Work outside of normal business hours may be required on an occasional basis during peak times.

Required Materials

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

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