IFS Program Coordinator

Administrative Support to the DirectorProvide 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 SupportMaintain 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 SupportCoordinate 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 OutreachManage 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 OperationsOversee 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 SupportProvide administrative support for joint programs and initiatives conducted in collaboration with the Oden Institute for Computational Engineering and Sciences and other partner organizations.