Graduate Program Coordinator II

University of Texas at Austin

1d•Hybrid

About The Position

The Graduate Program Coordinator II provides administrative support for the Department of Theatre and Dance graduate programs, including Dance, Directing, Drama and Theatre for Youth and Communities, Live Design and Production, Performance as Public Practice, and Playwriting. The role reports to the department’s Graduate Advisor and collaborates closely with executive leadership, faculty, university staff, and students. The coordinator supports graduate program administration, student services, admissions, and employment processes. This includes coordinating with university offices and the College of Fine Arts, maintaining student and program records, facilitating admissions and recruitment, supporting graduate student appointments, and helping students navigate university requirements and resources. The position is based at the UT Main Campus. Work is performed in standard office conditions and includes prolonged screen time, repetitive keyboard use, and occasional lifting and moving. The initial work arrangement requires five days in the office for at least the first 45 days; afterward, employees must work in the office at least three days per week.

Requirements

Bachelor's degree.
Three years of office and clerical work; relevant education and experience may be substituted as appropriate.
Proficiency in MS Office 365.
Experience working with college students in an administrative or advising capacity.
Required competencies: accuracy and attention to detail, initiative, decision making and critical thinking, effective communication, interpersonal relationships, service excellence, and problem solving.

Nice To Haves

Proven ability to manage student-related operations and support student success.
Demonstrated capacity to manage complex processes, design and improve systems, and solve problems independently.
Prior experience with UT Systems.

Responsibilities

Serve as liaison with the Office of Graduate and Postdoctoral Studies, assisting the Graduate Advisor with deadlines, petitions, fellowships, nominations, Graduate Executive Committee meetings, and university rules and processes.
Serve as the primary departmental liaison with the College of Fine Arts and the Associate Dean on graduate issues.
Report graduate outcomes, program yield, and graduate funding allocations; submit tuition waiver and tuition benefit reduction requests; and track scholarship allocations.
Assist graduate students with university and department processes, procedures, and paperwork, including registration and graduation preparation.
Maintain electronic records, files, statistics, databases, and email listserves.
Track award allocations and TA/AI/GRA assignments, and issue student appointment letters.
Manage TA/AI/GRA employee onboarding, termination, and offboarding; initiate hiring transactions, including background check authorizations and I-9 transactions.
Provide backup support for generating short-term appointments in Workday and collaborate with the departmental HR representative on graduate appointment issues.
Manage student and program data in EASI.
Work with the Office of Graduate Admissions to facilitate applications, respond to questions and concerns, advocate for program and applicant needs, coordinate admissions with Area Heads, and ensure applications are complete.
Communicate with prospective applicants, manage inquiries and tours, and answer questions.
Plan and manage prospective applicant visiting days, orientation, and other events.
Prepare and send admission and rejection letters, assist accepted applicants through admissions, and process denials and acceptances in EASI.
Advocate for graduate students and help them navigate university processes, requirements, and resources; serve as a liaison between the department and graduate students and inform faculty about student issues and developments.
Design and implement procedures to improve program activities and assist in developing and implementing recruitment strategies.
Interact frequently with students, faculty, staff, and outside agencies.
Perform other related functions as assigned.