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Office Manager and Student Employment Coordinator

The University of Texas at Austin
flexible benefit account, sick time, 403(b), retirement plan
United States, Texas, Austin
101 East 27th Street (Show on map)
November 09, 2023

Job Posting Title:

Office Manager and Student Employment Coordinator


Hiring Department:

School of Information


Position Open To:

All Applicants


Weekly Scheduled Hours:



FLSA Status:



Earliest Start Date:



Position Duration:

Expected to Continue





Job Details:

General Notes

Who We Are

The School of Information (iSchool) is a premier research and education program for the 21st century field of information. We are changing the future by engaging the present and preserving the past. Research and teaching at the iSchool changes the ways that we interact with information and technology, changes how information can make the world a better and fairer place, and changes the ways we protect and preserve our collective memory.

At the iSchool, we believe that diversity in our faculty, students, and staff creates an optimal learning and research environment. The iSchool is committed to social justice and we endeavor to make the world a better and fairer place through excellence in research, teaching, and public engagement: . We welcome applicants from under-represented groups and those who can demonstrate a commitment to inclusion through their words and actions.

What We Offer

The University of Texas at Austin provides a competitive benefits package including:

  • Employer-paid 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 7.75% 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

  • Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

  • For more details, please see: and .


Serve as office manager for the School of Information's West Mall location and provide human resources and student funding support for students and faculty in the School of Information.


  • Office Manager: Establish and maintain office operations and procedures. Oversee reception area, ensuring that visitors and callers are directed appropriately. Work closely with Student Affairs staff and the Information Commons to ensure program needs are met. Supervise student receptionists. Oversee room reservations and office supply inventory. Ensure that common areas and conference rooms are neat and orderly.

  • Student Employment: Serve as primary human resource contact for student employment. Process student employment transactions in Workday, including hiring, onboarding, and separations. Process fellowship and scholarship payments. Work closely with the financial affairs and student affairs staff on student employment and benefits matters. Advise managers and student employees on eligibility requirements. Ensure confidentiality in employment matters at all times. Serve as timekeeper for hourly staff and student positions.

  • Scholarship Support: Provide support to the assistant dean for education and student affairs across the annual scholarship cycle. Prepare scholarship offer letters, track recipients and their acceptances, communicate and track endowment compliance. Process fellowship and scholarship award payments. Advertise and promote financial aid opportunities.

  • Part-Time Faculty Employment: Oversee the employment life-cycle for part-time, temporary faculty. Provide assistance to non-tenure track search committees. Complete Prior Approval Requests for part-time faculty. Manage part-time faculty contracts in Workday. Draft and collect signatures on part-time faculty offer letters.

  • Other Duties: Provide support to the Assistant to the Dean and other School of Information staff as needed.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described.Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply for any role you're personally interested in at the School of Information.

Required Qualifications

  • Bachelor's degree.

  • One years of work experience in office management, human resource management or related field.

  • Excellent interpersonal, verbal and written communication skills.

  • Regular and punctual attendance record

  • Ability to interact positively and communicate clearly with supervisor, co-workers and all constituents including faculty, staff, and students.

  • Ability to self-start, self-direct, proof work, and follow through on tasks. Ability to manage multiple, conflicting deadlines and priorities. Willingness to learn.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with HCM functions in Workday. Knowledge of student and/or faculty employment rules and practices at the University of Texas.



Working Conditions

Typical office environment

Work Shift

Monday-Friday, 8 am-5 pm

Some evening and weekend work will be required to support special events approximately six times per year.

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 ,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 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.



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:

  • [PDF]
  • [PDF]
  • [PDF]
  • [PDF]



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 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.