Program Coordinator, Graduate Recruitment & Admissions

Job Details

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Purpose

This role will assist the Office of Student Services (OSS) with activities and duties pertaining to graduate student recruitment and admissions Graduate Students Committee (GSC) support; and student scholarships coordination and processing.

Responsibilities

Graduate Student Recruitment & Admissions

Assists the Director for Graduate Program Advising & Admissions with duties, including:

Admissions and Recruitment

• Providing administrative support for recruiting packages and maintains records on admissions and recruitment

• Preparing and sending acceptance/denial letters and program literature

• Supporting prospective student and admitted student campus visit events

• Facilitating information sessions for prospective graduate applicants

• Coordinating admissions processes and resolve related problems and issues for graduate applicants and enrolled students

• Compiling and provide applicant data to Graduate Admissions and Programs Committee (GAPC)

• Attending select GAPC meetings to provide details on the data compiled for GAPC

• Communicating admissions decision to the Graduate School and to notify applicants of missing material and admissions decision

• Assisting faculty with student advising and students with advising, registration, course add/drops, withdrawals, and leave of absence forms and documentations

• Performing prerequisite transcript evaluations

• Coordinating admissions processes and resolve related problems and issues for graduate applicants

• Coordinating admissions decisions, notify Graduate School and applicants, request any missing materials.

• Assisting with advising graduate students on program requirements

• Providing information and clarification of institutional and program rules and requirements.

• Participating in student recruitment activities, including traveling to recruitment events.

Program Coordination & Administrative Support

• Maintaining records and databases on applicants to graduate programs (e.g., program, concentration, class enrollment, and application information)

• Maintaining records and databases on current graduate students

• Composing letters and reports related to current students. Compile information and track program, concentration, and class enrollment

• Maintaining listservs for current graduate students

• Serving as a contact for prospective, current, and alumni communities, answering all inquiries, including general academic and procedural information

• Maintaining programs of work for graduate students

• Advise students on faculty advising, registration, course add/drops, withdrawals, and leave of absence forms and documentation

• Assisting graduate students with forms and documentation for Qualifying Exams, dissertation proposal meetings, candidacy, and final dissertation meetings

• Providing forms and maintain a repository of graduate students’ applications and curricula vitae for graduate student employment (e.g., Teaching Assistant, Research Assistant, Assistant Instructor, Clinical Teaching Assistant); distribute and collect employment materials; and provide information to faculty and to School of Nursing (SON) Human Resources for processing the hiring of TAs, GRAs.

• Coordinate with SON Human Resources to complete Assistant Instructor (AI) petitions, when needed, to the Graduate School at the start of each semester

• Coordinating procedures leading to student graduation, including certifying students eligible to graduate, applying for graduation, and certifying programs of work.

• Coordinating with SON evaluator to distribute graduation surveys and provide list of students or graduates.

• Assisting with accurately and timely documentation of OSS processes and procedures.

Graduate Student Committee Support

• Sending request for agenda items to all GSC members and guests prior to meeting

• Preparing agenda and sending it to GSC chair for approval

• Sending GSC meeting notice with agenda, minutes from previous meeting, and any pertinent documents

• Attending each GSC meeting and having available a sign-in sheet for the attendance record and copies of the agenda, minutes, and documents

• Taking minutes, transcribing and sending to GSC chair for approval/any changes

• Maintaining a list of contacts for each year’s current GSC members and guests

• Updating GSC when requested by the Office of Graduate Studies (OGS) and following instructions from OGS as needed

• Confirming accuracy of the list with the Dean’s Office at the School of Nursing

Front Reception Support and Student Events/Activities

• Assist with OSS front reception/lobby coordination and staffing

• Assist with OSS special events coordination

• Provide staffing support at OSS activities (e.g., Commencement and Graduation, Light the Lamp/White Coat Ceremony, Welcome/Back-to-School, Gone to Texas/Nursing)

Marginal/Incidental Functions

• Other related functions as assigned.

• Create, maintain, and promote technologically advanced office protocols utilizing a high degree of innovation.

• Contribute to a positive and collegial work environment.

• Additional hours may be required at peak periods.
  

Required Qualifications

• Bachelor’s degree

• Experience coordinating or administering a program

Preferred Qualifications

• Master’s Degree in Higher Education Administration or relevant graduate degree

• Experience with UT-Austin policies and processes pertaining to graduate students.

• Experience with UT-Austin information systems (e.g., EASI: View Student Record, Graduate Worksheet, GCD Grad School Progress, RGEN, Advisor’s Toolkit, Cognos, UT Box, Mainframe, Qualtrics, Zoom).

• Highly detail-oriented individual who can manage complex tasks with precision and accuracy. The ideal candidate will consistently demonstrate thoroughness in their work and a strong commitment to quality.

• Superior skills in coordination and managing multiple projects at once.

Salary Range

$45,000 annual

Working Conditions

Typical Office Environment

Work Shift

In person, 8am-5pm, M-F, with some weekends.

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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