Program Specialist I

Program Specialist I

Posting Number  | S06581P
Position Title  | Program Specialist I
Functional Title  |
Department  | Mechanical Engineering
Salary Range  | $46,303 DOQ
Pay Basis  | Monthly
Position Status  | Regular full-time
Location  | Richardson
Position End Date (if temporary)  |
Posting Open Date  | 08/25/2025
Posting Close Date  |
Open Until Filled  | Yes
Desired Start Date  | 09/15/2025

Job Summary  | Provide administrative human resources and payroll support for a medium to large workload in a complex department within the School of Engineering and Computer Science. Responsibilities include processing appointments, payroll, reviewing payroll reports for accuracy and timeliness, and timekeeping. Duties include assisting faculty, researchers, staff, and students regarding campus appointments, payroll, and timekeeping activities.

Minimum Education and Experience  | Bachelor’s degree in Business or a related field, with a minimum of four years of experience in program/project development or an equivalent combination of education and experience.

Preferred Education and Experience  | Experience in Peoplesoft preferred. Strong computer skills with proficiency in Microsoft Office Suite, particularly Excel. Excellent communication skills and initiative. Good attention to detail and strong organizational skills.

Other Qualifications  | To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

Essential Duties and Responsibilities  | Serve in the payroll and human resources administrative unit in the department. Ensures that funding is in place for all employment offers. Oversees and tracks the onboarding progress and provides support for all department hiring. Maintains job postings for faculty, researchers, and staff so the department can efficiently recruit individuals who can fill positions that require specialized skills or knowledge. Provides continuous monitoring of the effectiveness of these postings, ensuring the accuracy and frequency of updates. Creates and issues RA, Visiting Scholar, Visiting Scientist, etc., offer letters based on faculty requests; ensures funding is in place for the respective offers via communication with the ME Finance Team. Coordination with ISSO and VisasHR to assist with visa needs of current and prospective employees, including Visiting Lab Assistant and Visiting Scholar J1 visa coordination. ISSO liaison and point of contact for student employment, CPT and OPT items. Department liaison for H1B requests between qualified ME employees and HR. Ensures funding is in place for department cost for required fees and submits eProcurement requisition for Department of Homeland Security payments. Monitors changes in laws and regulations regarding immigration policies. Provides guidance to the department on international employee requirements and contractual obligations. Creates and maintains Handshake accounts and postings for all semi-monthly student positions and Classified Temp positions. Conduct Work-Study, Hourly Worker, and Classified Temporary hiring actions with emphasis on finding and facilitating the onboarding of the best candidates. Initiates electronic forms for new hires, job attribute changes, leaves of absence, end of assignments, and supplemental pay for all Faculty, Staff, Research Assistants, Teaching Assistants, Visiting Scholars, Student Workers, Temporary staff, and Research Associates. Approval and correction if needed of Change Funding Source ePARs. Stipend and payroll liaison for the department’s “Research Experience” programs. Fosters relationships with faculty and staff to ensure compliance with university regulations and policies. Updates department personnel spreadsheet daily to manage time and labor and communicates with employees to ensure accurate recordkeeping. Verifies and processes employee time records and troubleshoots payroll issues to ensure prompt and accurate payroll distribution for the department each pay period. Time Administrator for the department, ensuring time is accurately and timely recorded so pay, vacation, sick and comp balances are current and correct. Maintains FMLA tracker as needed for those on approved leave. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University. Maintains all personnel records in accordance with FERPA and retention stipulations. Ensure access to personnel records for specified staff. Other duties as assigned.

Physical Demands and Working Conditions  |
Physical Activities  |
Working Conditions  |
Additional Information  | Remote Work Notice: Following successful completion of an initial training period, a hybrid work schedule may be available, subject to business needs and departmental approval. Employee must be located within the Dallas/Fort Worth Metroplex area and have the ability to be on campus for work activities as scheduled and/or with 24-hour notice. Completion and approval of a UT Dallas Remote Work Agreement will be required, and use of personal computer, internet, and other standard equipment may be required. Remote work arrangements are subject to regular review and re-approval and may be cancelled.

What We Can Offer
UT Dallas is an Equal Opportunity Employer with an employee-friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes: Competitive Salary Tuition Benefits Internal Training BCBS PPO Medical insurance – 100% paid for full-time employees PPO and DHMO Dental Insurance Plan – PPO plans include ortho benefits Vision Insurance Long and short-term disability TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement Voluntary Retirement Plan Options – additional savings opportunities with Tax-Sheltered Annuity Plans and Deferred Compensation Plans Dental/Vision/AD&D Paid time off Paid Holidays Paid Winter Break Fertility Benefits Remote Work Options – approved by department  All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program. Visit https://hr.utdallas.edu/employees/benefits/ for more information.
If you are looking for a rewarding career opportunity with great benefits? Look no further! Join our team!

Special Instructions Summary  |
Important Message  | 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) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. 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 services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.

Supplemental Questions

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Applicant Documents

Human Resources, 
 800 West Campbell Road, AD3.418 
 Richardson, 
 TX 75080-3021

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