Public Affairs Coordinator

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 13021
Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 2/7/2025. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: Commensurate with education, experience and qualifications.

Hours: 40 hours per week, exempt.

Required Application Materials:

• Resume is required.
• Cover letter is preferred.
• Reference information for 3 points of contacts.

Essential Functions

Job Summary

Coordinates public affairs-related activities, communications, and operations within University Relations and handle various administrative decisions and tasks. Plans and coordinates activities in support of community and government-related initiatives. Makes administrative decisions requiring knowledge of regulations, policies and procedures.

Core Responsibilities

• Builds and maintains positive relationships with UTSA's internal and external constituent groups. Favorably represents UTSA and the executive office of University Relations in person and or virtually.
• Serves as a shared point-of-contact and coordinator for meetings and visits involving community stakeholders and staff members of elected officials and receiving them in the absence of executive officers of University Relations. Responds appropriately to inquiries and assists with multiple administrators' calendars and preparing for meetings.
• Assists in planning and coordinating in-person and virtual meetings, programs and special events that impact public opinion and policy, foster goodwill, and or advance institutional initiatives
• Collaborates across university departments to gather and disseminate information, monitor trends, current events, news, and reports on external initiatives to assist in achieving departmental goals and objectives.
• Contributes to the drafting, editing, formatting and assembling of departmental documents, handouts, and presentations in Community and Governmental Relations.
• Plans, develops, organizes, and oversees departmental operations and ensures compliance with university policies and procedures.
• Assists in monitoring departmental operating expenses. Coordinates departmental budget processes and purchasing; maintains budget records, prepares monthly reports and coordinates expenditures for multiple departments.
• Manages asset and supply inventory and facilities requests.
• Assist with all office administration work, including but not limited to front-desk reception, photocopies, event registration, reimbursements, expenditures, special projects, meeting planning for internal and external events.
• Assists in hiring, training and overseeing student staff.
• Provides executive office support to the Vice President of University Relations as needed.
• Disseminate important policy and procedure information to faculty and staff.
• Performs other duties as assigned.

Required Qualifications

• Bachelor's degree from an accredited institution in communications, public relations, political science, or related field.
• Two years of work in public and or government affairs.
• At the department's discretion, additional education may be substituted for the required years of experience.

Preferred Qualifications

• Master's degree from an accredited institution.
• Similar experience with minimum two years in higher education and or public office.
• One year of supervisory experience.
• Knowledge of university organizational structure, climate, policies, procedures and initiatives.
• Knowledge of and or interest in current community and government affairs - including: key figures, structure, climate, policies, protocol, and initiatives - locally as well as at the state and federal levels.
• Bilingual in the languages of English and Spanish, with the ability to speak, read, and write at a high-level of professional competence in both languages.
• Demonstrated ability to maximize/leverage technology to further advance programmatic goals in the work setting. Experience in working with computer-based databases, such as MS Excel.

Knowledge Skills & Abilities

• Ability to function as a shared resource. Able to multi-task, prioritize responsibilities, meet deadlines, work and lead in an evolving, highly visible, and fast-paced professional environment. Proven ability to respond positively and effectually to shifting priorities with minimal notice.
• Superior people skills. Solution-seeker. Ability to lead, take direction, and delegate. Must work independently and in groups in a professional, collegial, diplomatic and facilitative manner. Proven ability to identify appropriate means of handling pressing issues until fully resolved.
• A demonstrated ability to accurately anticipate needs, gauge underlying interests and intentions, problem solve, de-escalate situations, mitigate risk and prioritize effectively. Excellent listening and persuasion skills.
• Ability to maintain composure under pressure and manage sensitive or controversial subjects with tact, dignity, and professionalism.
• Excellent oral and written communication skills, with the ability to speak, read, and write at a high-level of professional competence.
• Ability to accurately receive and interpret information, extracting key points and communicating them in relevant and understandable ways.
• Demonstrated ability to apply knowledge in everyday work situations while utilizing independent judgment.
• Computer; technological proficiency in Microsoft Office Suite, web-based software or related program.
• Demonstrated ability to maximize/leverage technology to further advance programmatic goals in the work setting. Experience in working with computer-based databases, such as MS Excel.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

Working Conditions

Working Environment:

• Office environment.
• Ability to travel to and from meetings, training sessions or other business-related events using personal vehicle.
• Occasional extended hours and weekend work.

Physical Demands:

• Sedentary work; sitting most of the time. Jobs are sedentary, if walking and standing are required, only occasionally.
• Ability to exert up to 15 pounds of force to life, carry, push, pull or otherwise move objects.

This position will be primarily located at the UTSA downtown campus. Travel and parking expenses are the employee's responsibility.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.