Graduate Program Coordinator I

University of Texas at Austin

69d • $48,000

About The Position

The College of Natural Sciences (CNS) at the University of Texas at Austin is committed to fostering a workplace where every employee can contribute at the highest possible level to support the University’s mission. The department of Human Development and Family Sciences is dedicated to creating and applying knowledge that can improve the lives of individuals, families and communities. Our interdisciplinary research and education span individual development, relationships and societal contexts, exploring various aspects of human growth and interaction. The Department of Human Development and Family Sciences is seeking a detail-oriented, resourceful, and service-driven Graduate Coordinator I to provide administrative support to our graduate program and department.

Requirements

• High school diploma.
• Three years of office and clerical work.
• Relevant education and experience may be substituted as appropriate.
• Competencies: Accuracy and Attention to Detail, Initiative, Decision Making and Critical thinking.
• Effective Communication, Interpersonal Relationships, Service Excellence, Problem Solving.
• Highly collaborative, team-focused mindset.
• Demonstrated ability to prioritize tasks and independently solve problems.
• Strong organizational skills with attention to detail.

Nice To Haves

• Experience as a Graduate Coordinator.
• Proven ability to manage graduate program operations and support student success.
• Demonstrated capacity to manage complex processes, design and improve systems, and solve problems independently.
• Skilled in conveying complex information clearly and empathetically to various audiences.
• Trusted to handle sensitive information with professionalism and composure in high-pressure situations.
• Ability to work independently while actively engaging with teams to drive excellence and continuous improvement.

Responsibilities

• Serves as the primary liaison between the department and prospective graduate students, providing information on admission eligibility and program requirements.
• Keeps faculty informed of graduate student progress to support effective advising and program planning.
• Serves as the only point of contact for the department when interacting with the Office of Graduate Studies.
• Interacts frequently with university students, faculty, staff and outside agencies.
• Makes appropriate referrals to additional resources needed by graduate students in our department.
• Provides in-depth information, clarification and interpretation of institutional and graduate program rules and regulations.
• Responsible for ensuring compliance with institutional rules, regulations and procedures.
• Maintains electronic records, files, statistics and databases on graduate students and applicants.
• Provides detailed, organized reports to graduate committees and supports in completing various grad program reviews.
• Uses various tools to collect and track data such as Qualtrics, Docusign, Microsoft Excel, etc.
• Develops and implements recruitment strategies.
• Assists with registration process and graduate student orientation.
• Designs and implements procedures for improvement to program activities.
• Manages the assignment of all Teaching Assistant, Grader and Assistant Instructor positions for the department.
• Creates and maintains student appointments in Workday HR system.
• Processes tuition and fellowship documents.
• Submits nominations and awards scholarships and fellowships.
• Manages and processes travel awards for students, including coordinating with faculty travel awards committee.
• Updates the graduate travel award budget.
• Takes lead on graduate student and graduate program events, including processing associated paperwork and approvals.
• Assists students and faculty with Graduate admission and class registration.
• Assists students with candidacy applications, course changes, tuition, withdrawals, grade changes, leaves of absence, Master’s thesis and PhD dissertation defense, and graduation.
• Ensures that students have an annual assessment review with their supervisor and electronically maintains those files.
• Monitors and ensures that every student holds an annual committee meeting following candidacy.
• Organizes monthly meetings of the GSCs and/or executive committees of the graduate programs and maintains minutes.
• Manages votes for GSC issues as they arise.
• Ensures that the Doctor of Philosophy (Ph.D.) programs are updated in the Student Handbook, the Electronic Access to Student Information (EASI) Student Profile and Program of Work, and the department website based on academic, Graduate School, and University policy.

Benefits

• Salary Range $48,000+ (depending on experience)
• Retirement plan eligibility through Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED
• Number of Employees: 251-500 employees