What are the responsibilities and job description for the Graduate Program Coordinator II, Department of Government, College of Liberal Arts position at University of Texas at Austin?
Job Posting Title:
Graduate Program Coordinator II, Department of Government, College of Liberal Arts
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Hiring Department:
Department of Government
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt
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Earliest Start Date:
Mar 04, 2025
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
The Department of Government in the College of Liberal Arts is hiring a graduate program coordinator to oversee one of the university’s largest graduate programs.
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see:
https://hr.utexas.edu/prospective/benefits
and https://hr.utexas.edu/current/services/my-total-rewards
.
For more information about the College of Liberal Arts, please visit:
https://liberalarts.utexas.edu/
.
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/
.
For more information on college staff professional development, please visit:
https://wikis.utexas.edu/display/larc/Staff Professional Development Fund
.
Purpose
To manage large volumes of student-facing work spanning academics, human resources, general administration and finance, interact closely with large numbers of faculty, and collaborate regularly with the department’s administrative leadership and team.
Responsibilities
- Serve as a professional resource for the graduate program, to answer questions and provide reliable information about University policies and other departmental matters. Explore, develop, administer, and communicate new models of effective delivery of programs and services for graduate students. Assist with all graduate processes, including registration and bars on registration, conference course scheduling, qualifying exams, graduate course descriptions and catalog information, Graduate Studies Committee meetings, award nominations, petitions for exceptions, and other related processes. Liaison to COLA, the Graduate School, Texas Global, and Human Resources.
- Develop and maintain tracking system to assess and evaluate graduate student progress, performance, and program effectiveness. Maintain spreadsheets, databases, and graduate student files. Generate graduate program data and reports. Manage annual graduate student review processes. Maintain records for all aspects of graduate program with attention to detail and confidentiality. Keep department manager and Graduate Adviser apprised of program management and activity.
- Student Employment: Coordinate AI and TA assignments and prepare appointments. Track TA and AI requests/applications and correspond with applicants. Prepare, distribute, and track TA and AI offer letters and TA agreements. Arrange AI and TA room assignments.
- Recruiting and Admissions: Manage administration of student recruiting, admissions, and new student orientation. Process/organize applicant materials; plan/attend any admissions meetings; counsel faculty on applicant information, fellowships, and budget as needed and in collaboration with Department Chair, Department Manager, and Director of Graduate Admissions and Placement (DGAP); prepare/submit fellowship applications to Graduate School and COLA; maintain correspondence with applicants and referees; organize prospective student visits in collaboration with DGAP and Events & Outreach Coordinator; maintain applicant database; track all funding commitments.
- Oversee graduate student awards and fellowships. Track individual graduate student support packages and coordinate scholarship, award, and fellowship payments, in collaboration with Department Manager.
- Other related functions as assigned. General work and miscellaneous tasks in support of the graduate program, including student, faculty, and general administrative and curriculum support.
Required Qualifications
Bachelor’s degree and at least 5 years’ experience working with college students in an administrative or advising capacity. Experience as a Graduate Coordinator at UT or elsewhere or working in a similar role at UT. Excellent written and verbal communication skills. Professional demeanor, always exhibiting patience and collegiality. Ability to multi-task and prioritize assignments to meet deadlines. Reliable and dependable attendance. Ability to work effectively in a team. Flexibility and a willingness to learn. Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
- Master’s degree and more than 5 years of experience working with college students in an administrative or advising capacity. Working knowledge of UT graduate student policies, procedures and administrative systems. Ability to successfully balance multiple projects and meet overlapping deadlines. Experience with Workday and other UT systems such as DEFINE and FRMS. International experience (such as study of a foreign language, study abroad, international work experience, etc.) preferred.
- Superior organizational skills demonstrated by the ability to maintain and navigate large amounts of information, complex processes and requirements, and ongoing events, and the ability to design, implement, review, and improve procedures and systems supporting this organization and program administration more generally, with accuracy and extreme attention to detail.
- An ability to interact with empathy, patience, flexibility, and effectiveness with a varied clientele of students, faculty, and staff while bringing to that interaction a demonstrated understanding of the value and challenges of postgraduate education and the variety of student backgrounds and experiences.
- Superior written and verbal communication skills and especially the ability to digest, deliver, and clarify complex information, requirements, expectations, and outcomes to various groups effectively and with care. The ability to maintain a professional and cooperative demeanor in all communications.
- Proactive and independent problem-solving skills, generating and implementing solutions, and the ability to defer to and/or consult or collaborate with others when necessary. The ability to maintain effective decision making and critical thinking, take initiative, and cultivate effective interpersonal relationships.
Salary Range
$55,000.00 - $61,434.00
Working Conditions
Typical office environment. Evening and weekend work may be required.
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 by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an
equal opportunity/affirmative action employer
, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original
documents
to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
- E-Verify Poster (English)[PDF]
- E-Verify Poster (Spanish)[PDF]
- Right To Work Poster (English)[PDF]
- Right To Work Poster (Spanish)[PDF]
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in
HOP-3031
.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may
access the most recent report here
or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.Salary : $55,000 - $61,434
