Graduate Administrative Program Coordinator

University of Texas at Austin

4d•Onsite

About The Position

The James A. Michener Center for Writers is a highly-ranked graduate creative writing program. Administered under the Office of Academic Affairs and reporting to the Executive Vice President and Provost, the Michener Center receives a large number of applications annually and accepts a very small percentage. The program is three years long and offers significant funding to 12 fellows each year. The faculty and alumni have received numerous prestigious awards. The center is located in the historic J. Frank Dobie House and contributes to the university's reputation for academic excellence and research. Working here means contributing to operational excellence and enhancing the student experience, with a sense of meaning and impact. The university offers an outstanding benefits package.

Requirements

Bachelor’s Degree and three years’ experience
Demonstrated strong and consistent in-person attendance.
Proficiency with Microsoft Excel, Outlook, and Word
Competencies: Ability to organize, prioritize, multi-task and meet deadlines.
Strong accuracy and attention to detail, initiative skills, ability to follow directions, and critical thinking.
Effective and responsive communication.
Excellent interpersonal skills and ability to positively interact and clearly communicate with supervisor, co-workers and all constituents including outside vendors, faculty, staff, and students.
Demonstrated ability to prioritize tasks and work independently to complete those tasks.
Must be eligible to work in the US on a full-time basis for any employer without sponsorship.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Graduate coordinator experience.
Experience with Class Manager, Canvas, EASI, Course Scheduler, FASET, My CIS.
Experience with scholarship processing.
Advanced skills in the use of Microsoft Office applications including Excel.
Knowledgeable of university resources, policies, and procedures especially related to graduate education.
Demonstrated agility with change management and working in a fast-paced environment with competing deadlines.

Responsibilities

Maintains centralized program records, templates, and documentation.
Prepares and maintains statistical reports.
Prepares annual student handbook updates.
Supports program reviews.
Keeps up to date with University requirements and procedures, maintains required authorizations, and attends process training sessions as needed.
Serves as the primary full-time front desk representative for the Dobie House, acting as the initial point of contact for visitors and students.
Coordinates use of conference/office rooms and assists with maintaining office supplies, setting up student mailboxes, and distributing mail.
Reviews the MCW email account and responds or routes to appropriate staff as needed.
Checks in/out MCW library books.
Reports facilities and maintenance issues as needed.
Provides information to the Director, Assistant Director, MCW staff, and relevant individuals and committees on University policies, individual students, and other departmental matters.
Maintains effective communications and acts as a liaison between Michener Center students and the Office of Graduate and Post-doctoral Studies, and graduate coordinators and faculty in other departments for student course needs.
Collaborates effectively with MCW staff to ensure business operations are met and MCW student and faculty experience is supported.
Serves as the primary contact for graduate student applicant communications, providing consistent and professional information.
Processes and organizes applicant materials, coordinates admissions screeners’ training and access to application files, and facilitates screener payments.
Facilitates faculty committee access to admissions databases and spreadsheets.
Plans and attends Admissions Committee meetings; counsels faculty on applicant information, prepares and submits fellowship applications to the Admissions Office, maintains correspondence with applicants and referees.
Supports admission committee’s recruitment efforts including planning student recruiting visits, group meals, faculty/student introductions, and processing related RTAs and travel reimbursements.
Manages communications with incoming students to ensure they have up-to-date information on managing their first semester at UT, including directing international admits to resources, and facilitating insurance and stipend payments.
Plans and presents at MCW new student orientation.
Maintains the Graduate Coordinator desktop and degree audit system.
Advises students and oversees issues regarding enrollment and University requirements for progress toward degree.
Monitors and ensures that every student completes degree milestones on-time and is aware of their graduation requirements.
Compiles a list of potential classes for MCW fellows each semester from around the university, provides course registration and notification to students of enrollment bars.
Advocates for and coordinates class registration with outside departments as needed.
Facilitates add/drops, late registration, and grade changes; liaises with University offices to obtain approvals for petitions as required.
Coordinates thesis defense meetings.
Provides guidance and administrative support for MCW courses, meetings, and events.
Responsible for departmental course scheduling via Class Manager.
Provides onsite coordination/support for classes, WRT faculty office hours, and student/faculty meetings scheduled at J. Frank Dobie House.
Ensures that audiovisual aids and related equipment needs are met for WRT courses.
Responsible for course instructor surveys.
Assumes primary responsibility for ensuring that grades are entered prior to the deadline each semester.
Processes grade changes, contacting students and faculty as needed.
Plans and coordinates Graduate Studies Committee meetings and questionnaires, and takes meeting minutes.
Attends and assists with MCW student readings and graduation functions each year, including set up and break down of event space.
Attends and assists with other program events as required.
Performs other duties as assigned.

Benefits

Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)
Vision, Dental, Life, and Disability insurance options
Paid vacation, sick leave, and holidays
Teachers Retirement System of Texas (a defined benefit retirement plan)
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Training and conference opportunities
Tuition assistance
Athletic ticket discounts
Access to UT Austin's libraries and museums
Free rides on all UT Shuttle and Capital metro buses with staff ID card