Graduate Program Coordinator I

The University of Texas at Austin • Austin, UT

1d • Onsite

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.
• 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, while also keeping 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, throughout the year.
• 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 data bases on graduate students and applicants including providing detailed, organized reports to graduate committees as well as supporting in completing various grad program reviews.
• Use 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, in conjunction with the area Graduate Advisor, of all Teaching Assistant, Grader and Assistant Instructor positions for the department.
• Create and maintain student appointments in Workday HR system.
• Process tuition and fellowship documents.
• Submit nominations and award scholarships and fellowships.
• Manage and process travel awards for students, including coordinating with faculty travel awards committee.
• Update the graduate travel award budget.
• First point of contact for prospective students, admissions and recruitment questions
• Take lead on graduate student and graduate program events, including processing associated paperwork and approvals and being the day of contact to set up and execute events
• Assist students and faculty with Graduate admission and class registration.
• Assist students with candidacy applications, course changes, tuition, withdrawals, grade changes, leaves of absence, Master’s thesis and PhD dissertation defense, and graduation.
• Ensure that students have an annual assessment review with his or her supervisor and electronically maintain those files.
• Monitor and ensure that every student holds an annual committee meeting following candidacy.
• Organize monthly meetings of the GSCs and/or executive committees of the graduate programs and maintain minutes.
• Manage votes for GSC issues as they arise.
• Ensure 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.
• Other related functions as assigned.

Benefits

• The retirement plan for this position is Teacher Retirement System of Texas (TRS).
• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees