Provide comprehensive administrative support to the IFS Director, including calendar management, correspondence, travel coordination, and meeting planning.
Serve as the IFS liaison for special events, faculty recruitment activities, and departmental functions, coordinating with Physics department staff as appropriate.
Act as a resource for identifying university contacts and offices to resolve administrative issues.
Provide guidance on university travel systems and policies to IFS members.
Grant and Research Support
Maintain accurate records and reports needed for IFS grant reporting and renewals, including data on publications, personnel, students, and sponsored project activities.
Support the preparation and submission of grant proposals and renewals in coordination with the Physics Grants and Contracts team.
Manage IFS accounts and coordinate with the Physics Department on financial matters, including budget tracking, purchasing, and expense documentation.
Oversee procurement of equipment, supplies, and services using IFS-allocated funds, ensuring compliance with UT Austin purchasing policies and procedures.
Coordinate with collaborating institutions and the Physics Grants and Contracts team on financial and project administration matters.
Visitor and Guest Support
Coordinate all aspects of short-term and long-term visitor stays, including lodging, campus access, office assignments, and participation in Institute activities.
Manage the IFS visitor list and facilitate affiliate appointments and other administrative needs for visiting scholars.
Support personnel onboarding and off-boarding processes, and coordinate with departmental and university HR offices as needed.
Communications and Outreach
Manage Institute communications, including responses to administrative inquiries, seminar and event announcements, and maintenance of bulletin boards and informational displays.
Maintain and update the IFS website and other public-facing materials in coordination with the Director and relevant staff.
Maintain IFS personnel records, directory listings, and listserv memberships, updating as personnel join or depart the Institute.
With the help of the Physics Event Manager, coordinate planning of IFS seminars, workshops, student and postdoc forums, dissertation defenses, and other Institute events, including room reservations, catering, and AV logistics.
Manage event communications, including announcements and reminders via IFS listservs, the Physics Events calendar, and the IFS website.
Serve as a liaison with collaborating institutions and research organizations on project administration, workshops, reviews, and site visits.
Attend annual department events and workshops to represent Institute.
Facilities, Technology, and Office Operations
Oversee day-to-day office operations, including mail distribution, supply management, equipment maintenance coordination, and housekeeping requests.
Supervise IFS student worker in support of daily institute activities.
External Relations and Collaborative Program Support
Provide administrative support for joint programs and initiatives conducted in collaboration with the Oden Institute fo
Benefits
Health insuranceDental insuranceVision insurancePaid time off
Additional Information
Job Posting Title:
IFS Program Coordinator ----
Hiring Department:
Department of Physics ----
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 ----
Job Details:
General Notes
The Department of Physics plays a pivotal role in advancing knowledge, nurturing the next generation of physicists, and making a lasting impact on the world of physics. The College of Natural Sciences at UT Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. What starts here really does change the world. For more information about the College of Natural Sciences, please visit https://cns.utexas.edu.
The university offers an impressive benefits package including:
Employer paid health insurance (employee premiums covered at 100%; spouse and family premiums at 50%)
Dental, vision, life and disability insurance options
Paid vacation and sick leave
Paid holidays
Retirement plan
For more details, please see: Prospective Employee Benefits (https://hr.utexas.edu/prospective/benefits) and My Total Rewards (https://hr.utexas.edu/current/services/my-total-rewards).
Purpose
The Institute for Fusion Studies (IFS), in collaboration with the Department of Physics, is seeking a proactive, detail-oriented, and highly organized Program Coordinator to support the institute's daily operations and facilitate its portfolio of research activities. This position offers an exciting opportunity to contribute to a vibrant research center at the forefront of plasma physics and fusion energy science.
Utaustin · UT Main Campus