Graduate Program Coordinator II

The University of Texas at Austin•Austin, UT

12h•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 position reports to the department’s Graduate Advisor and collaborates closely with executive leadership, faculty, university staff, and students. The coordinator supports graduate program administration, admissions, student advising and processes, graduate appointments, records and data, recruitment, and events. The role also serves as a key liaison with the Office of Graduate and Postdoctoral Studies, the College of Fine Arts, graduate students, and other university offices. The position is based at UT Main Campus and works in standard office conditions. It is in-office five days per week for at least the first 45 days, then at least three days per week.

Requirements

Bachelor's degree; relevant education and experience may be substituted as appropriate.
Three years of office and clerical work; relevant education and experience may be substituted as appropriate.
Proficiency in Microsoft 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 and assist 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 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 departmental processes, procedures, and paperwork.
Assist with 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 the TA/AI/GRA employee lifecycle, including onboarding, termination, and offboarding.
Initiate hiring transactions for TA/AI/GRA employees, including background check authorizations and I-9 transactions.
Provide backup support for generating short-term appointments in Workday for department hires.
Work 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 across graduate programs, address questions and concerns, and advocate for program and applicant needs.
Coordinate graduate admissions with Area Heads and help ensure applications are complete.
Communicate with prospective applicants, manage inquiries and tours, and answer questions.
Plan and manage events, including prospective applicant visiting day and orientation.
Prepare and send acceptance and rejection letters, assist accepted applicants through admissions, and handle admissions decisions in EASI.
Advocate for graduate students and help them navigate university processes, requirements, procedures, and resources.
Serve as liaison between the department and graduate students and inform faculty about student issues, concerns, and developments.
Design and implement procedures to improve program activities.
Assist in developing and implementing recruitment strategies.
Interact frequently with students, faculty, staff, and outside agencies.
Perform other related functions as assigned.