Graduate Program Administrator - Latin American Studies & Spanish and Portuguese

University of Texas at Austin

4d•$62,000•Onsite

About The Position

Coordinate and administer all aspects of the Teresa Lozano Long Institute of Latin American Studies and Department of Spanish and Portuguese graduate programs. Serve as the primary resource and liaison for graduate students, faculty, and university partners while ensuring compliance with university policies, maintaining confidential records, and supporting the effective operation and continuous improvement of the graduate programs. This role requires strong organizational, communication, and leadership skills, as well as a commitment to student success and professional development.

Requirements

Bachelor's degree and at least five years of experience coordinating or administering a graduate student program.
Leadership experience in the field of graduate student education.
Relevant education and experience may be substituted as appropriate

Nice To Haves

More than the required years of experience working with graduate students in an academic counseling or similar capacity.
Prior experience with UT program coordination and program administration.
Experience with UT student services procedures and/or experience in student personnel programs.
Knowledgeable of university resources.
Demonstrated ability to multi-task and handle concurrent projects with accuracy, diplomacy, and discretion.

Responsibilities

Assist Department Chair(s), Manager(s) and other staff with general work and miscellaneous tasks in support the graduate program(s), including student, faculty, and general administrative and curriculum support, as well as back-up for other administrative functions as needed.
Serve as a professional resource for the graduate program(s): to advise graduate students, and to answer questions and provide reliable information about University policies and other departmental matters.
Develop and administer programs and services for graduate students.
Assist with all graduate processes, including registration and holds, conference course scheduling, qualifying exams, GSC and other graduate faculty meetings, and other related processes.
Coordinate updates to graduate course descriptions and catalog information.
Distributes books, desk assignments/keys to AIs and TAs.
Serve as a liaison to COLA, Graduate School, Texas Global, and Human Resources.
Participate in professional development activities and relevant trainings and meetings.
Develop and maintain tracking system to assess and evaluate graduate student performance and program effectiveness.
Maintain spreadsheets, databases, and graduate student files, including alumni information and career outcomes.
Generate graduate program data and reports.
Manage graduate student and TA/AI 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.
Meet all program, COLA, and Graduate School deadlines.
Coordinate TA and AI 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.
Coordinate with Course Scheduler or other department staff, as needed, for TA and AI room assignments, and attend course scheduling meetings, as needed.
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, Graduate Adviser, and/or graduate admissions committee; prepare/submit fellowship applications to Graduate School and COLA; handle admissions correspondence; organize prospective student visits in collaboration with graduate program and department staff; 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.
Processes Professional Development Awards and Tuition Reduction Benefits to graduate students.