Fellowship Coordinator, The Harry Ransom Center

About this role

Job Posting Title: Fellowship Coordinator, The Harry Ransom Center ---- Hiring Department: Harry Ransom Center ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Oct 01, 2026 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes About the Harry Ransom Center: 

The Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collections provide unique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts. Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings.

The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad audience through the preservation and sharing of its extraordinary collections.

Purpose The Fellowship Coordinator provides administrative and operational support for the Ransom Center ’s fellowship program and other visitors . The Fellowship Coordinator reports to th e Head of Finance & Administration and works closely with the Head of Fellowships to support the Fellowship Program and other scholarly and programmatic visitors to the Ransom Center.  

Responsibilities Program Administration and Coordination  

• Coordinate annual application process for the fellowship program, including posting opportunities, managing application systems, tracking materials, and communicating with applicants. Support Head of Fellowships during review and selection process: organize and distribute application materials, schedule review meetings, and document decisions . Process honorarium payments to review committee members. Notify applicant s of decisions.

• Coordinate logistics for incoming research fellows; including processing necessary paperwork for fellows’ visits, including offer letters, Workday appointments, payment documentation , and visas. Track arrival and departure d ates and manage and assign fellows offices. Communicate regularly with fellows both ahead of, during, and following their visit.

• On arrival, support fellows through the onboarding process, including necessary identification, visa assistance, and guidance on IRS requirements. Collect documents and process stipend payments using Define and FRMS . Troubleshoot compl ex visa and payment situations, utilizing other procurement and payment processes such as contracts and Define payment vouchers when necessary.

• Serve as the subject matter expert for international visitors to the Harry Ransom Center, including fellows, speakers, and other visiting scholars. Process visa requests following guidance from Texas Globa l and ensure university, state, and federal policy is followed.

• Create orders, purchase requests , and contracts, and process payments for expenses related to fellowship program activities and events. Serve as back up to the Business Office for honorarium and stipend payments to other Ransom Center visitors and scholars.

• Provide logistical support for works in progress series and other programs and social events for visi ting scholars, and other visitors to the Ransom Center.

• Other related functions as assigned.  

Required Qualifications • Bachelor’s degree or equivalent combination of education and relevant experience in one or more of the Ransom Center’s fields of focus (literature, theatre & performing arts, film, photography, art, or early books and manuscripts)  

• At least 2 years of demonstrated experience in administrative coordination, program support, or office management.  

• Strong organizational skills with the ability to manage multiple priorities and deadlines.  

• Excellent written and verbal communication skills.  

• Proficiency with standard office software and systems (e.g., Microsoft Office, M365 , and other scheduling and database tools).  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications • Master’s degree or equivalent combination of education and relevant experience in one or more of the Ransom Center’s fields of focus (literature, theatre & performing arts, film, photography, art, or early books and manuscripts)  

• Experience working in higher education, libraries, archives, or cultural institutions.  

• Familiarity with application management systems or CRM-style databases.  

• Experience supporting academic, research, or fellowship programs.    

• Experience with UT financial and HR systems, including Workday, DEFINE, and FRMS  

• Experience working with international visitors or US visa requirements  

Salary Range $55,500.00, non-negotiable

Working Conditions • May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Lifting and moving

Required Materials • Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor • Letter of interest

Important   for applicants who are NOT current university employees or contingent workers:  You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:  As a current university employee or contingent worker, you MUST apply within Workday b

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