Administrative Program Coordinator, College of Pharmacy Business Office

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

May occasionally be requested to work additional hours or weekends as needed to complete time-sensitive projects or facilitate events and programs. Must be eligible to work in the U.S. on a full-time basis for any employer without sponsorship. The college supports flexible work arrangements where appropriate to job duties.

The Academic Program Coordinator in the Business Office of the College of Pharmacy works as part of a team to provide comprehensive administrative and financial support and oversight for the college, to include training administrative staff on proper procedures and updates.

• Financial Operations Support: Performs comprehensive processing and oversight for the college's financial activities by reviewing and processing electronic vouchers submitted by college administrative staff. Ensures all purchases and payments adhere to university policies and are properly documented. Voucher types processed may include entertainment, travel reimbursements, and other payments.

• Procurement Card Compliance: Conducts audits of Procurement Card vouchers to ensure strict compliance with university and college policies. Communicates proactively with cardholders and administrative staff to address discrepancies and reinforce adherence to procurement guidelines.

• Training, Backup Support, and Special Projects: Trains College of

  Pharmacy administrative staff on proper procedures for preparing electronic vouchers, including updates driven by changes in accounting rules, regulations, or internal controls. Serve as a backup resource for key financial and administrative functions during staff absences. Performs special projects as assigned to support college financial administration.

• Administrative Support & Collaboration: Participates in staff meetings as applicable. Maintains confidential financial and administrative records. Provides support to administrative

  colleagues by assisting with essential responsibilities to ensure continuity of operations.

• Other duties as assigned.

• Bachelor's degree and one (1) year of experience implementing administrative processes in an academic setting

• Demonstrated ability to implement an administrative process with accuracy and attention to detail

• Demonstrated ability to solve information problems and collect and track data with accurate and timely reporting

• Aptitude to function independently exercising initiative, judgment, resourcefulness and confidentiality

• Demonstrated excellent organizational skills. Ability to be flexible in a fluctuating and fast-paced professional office environment

• Ability to communicate effectively with students, faculty, and staff

• Experience working with spreadsheets such as Microsoft Excel or Google spreadsheet

• Ability to perform complex administrative functions requiring multitasking skills

• Ability to work on campus with regular and punctual workplace attendance
  
  Relevant education and experience may be substituted as appropriate.

• More than one (1) year of work experience in an academic setting

• Experience in administrative support in a higher education environment

• UT Austin experience with voucher processing and familiarity with university procedures

• Experience with MS Office, Teams, and Zoom

$52,000+ depending on qualifications

Working Conditions

May be eligible for telework after probationary period or 6 months
Open office environment
Repetitive use of a keyboard at a workstation
Use of manual dexterity

Resume
Letter of Interest
List of 3 Professional References, one must be from a supervisor

Important: You will be prompted to submit your Resume/CV in the first step of the online job application process. Then, any additional Required Materials as listed above will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted you cannot make changes, and any applications without all Required Materials may be excluded from consideration.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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 be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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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]

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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). If this position is identified 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.