The Program Specialist for the Archer Center, the Washington, D.C., campus of The University of Texas System, supports the Archer Center's Texas-based operations and staff by performing high level administrative and programmatic duties that require a thorough understanding of the functions, programs, and policies of UT System and UT Dallas. A successful candidate will be organized and detail-oriented, possess excellent verbal and written communication skills, be poised and professional at all times in representing the Archer Center, and able to work in a fast-paced environment that often includes shifting priorities. Ability to handle confidential information with tact and discretion. Must have a high level of organizational and time management skills with excellent attention to detail.
Minimum Education and Experience
Bachelor's degree and five years of experience coordinating or administering a program exercising independent judgment and authority as required. Excellent written, verbal and interpersonal communication skills. Demonstrated experience in project management. Demonstrated ability to collaborate effectively with academic leaders, staff, and students. Ability to organize and prioritize work. Ability to work independently with little supervision. Ability to track and meet deadlines. Attention to detail. Equivalent combination of relevant education and experience may be substituted as appropriate.
Preferred Education and Experience
Candidates with direct experience with UT System or a UT Institution, with experience in data management, development, events, recruitment, and/or alumni relations will be given priority consideration.
Intermediate or advanced proficiency in MS Office Suite and shared document platform (i.e, Box).
Expertise in navigating institutional data sites, web pages, and organizational relationships.
Experience performing complex administrative functions in a college/university.
Project management experience strongly desired. Experience coordinating business meetings and travel arrangements. Experience preparing and editing correspondence.
Essential Duties and Responsibilities
Administrative, Operational and Programmatic Support
• Support Austin-based Executive Director and Asst. Director of Recruitment and Admissions with various administrative tasks.
• Manage calendars, schedule and coordinate meetings and travel.
• Responsible for Texas-based event planning, meetings and coordination, including Archer Center Advisory Board activities; Assist with logistics for pre-departure orientations held in Austin, Texas.
• Assist Archer Center staff with social media and communications, identifying current Fellows and alumni to highlight in newsletters or other communications.
• Assist Executive Director with development and fundraising projects, donor correspondence and scholarship/housing stipend awards and distributions.
• Manage the Archer Center's general email and responds, resolves, or assigns inquiries to appropriate person.
• Maintain department records including but not limited to budget reconciliation and expense reports
• Monitor expenses and cost centers in coordination with D.C.-based administrative support. Processes payments for relevant expenses in a timely manner while adhering to designated policy and procedure.
• Manage purchasing for the Archer Center.
Recruitment and Admissions
• Responsible for prospective student communications from the Archer Center and follow-up emails.
• Prepare and edit correspondence, reports, and other documents. Maintain records, files, and spreadsheets.
• Coordinate and oversee Archer Center Alumni Ambassadors, including training, support, regular communications, stipend processing, and follow-up.
• Prepare data/analysis for recruitment visits. Assist with data management.
• Help create and distribute marketing materials to UT System institutions; obtain marketing material quotes.
• Manage Archer Fellowship online application, including application processing.
• Coordinate Archer Fellow Alumni Association activities.
• Manage databases of personal and academic information on students and alumni, and demographics.
Other duties as assigned.
Some weekend and evening hours are required.
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.
2) UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its programs and activities, including in admission and enrollment. For inquiries regarding non-discrimination policies, contact the Director of Institutional Equity at InstitutionalEquity@utdallas.edu or the Title IX Coordinator at TitleIXCoordinator@utdallas.edu, or call 972-883-5331.
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