Senior Program Coordinator for Option III Program Advising & Admissions

The University of Texas at Austin•Austin, UT

14d•Onsite

About The Position

This role assists the Office of Student Services (OSS) with activities and duties pertaining to Option III graduate student recruitment, admissions, and program advising. This person will report to the Director for Option III Program Advising & Admissions and will proactively collaborate with the Graduate Advisor, Associate Dean for Student Services, and will work closely with their teammates in the Office of Student Services.

Requirements

Bachelor’s degree.
Relevant education and experience may be substituted as appropriate .

Nice To Haves

Master’s Degree in Higher Education Administration or relevant graduate degree
Experience with UT-Austin policies and processes pertaining to graduate students.
Experience with UT-Austin information systems (e.g., EASI: View Student Record, Graduate Worksheet, GCD Grad School Progress, RGEN, Advisor’s Toolkit, Cognos, UT Box, Mainframe, Qualtrics, Zoom).
Experience with Option III recruitment, admissions, and program admissions, especially for a school of nursing.
Highly detail-oriented individual who can manage complex tasks with precision and accuracy. The ideal candidate will consistently demonstrate thoroughness in their work and a strong commitment to quality.
Superior skills in coordination and managing multiple projects as once.

Responsibilities

Assists the Director for Option III Program Advising & Admissions with duties, including: Graduate Admissions and Recruitment Providing administrative support for recruiting packages and maintains records on admissions and recruitment.
Preparing and sending acceptance/denial letters and program literature.
Supporting prospective student and admitted student campus visit events.
Facilitating information sessions for prospective graduate applicants.
Coordinating admissions processes and resolve related problems and issues for graduate applicants, including notifying applicants of missing application material.
Compiling and provide applicant data to Graduate Admissions and Progression Committee (GAPC).
Attending select GAPC meetings to provide details on data compiled for GAPC.
Communicating admissions decisions to the Graduate School and to admitted applicants Performing prerequisite transcript evaluations for applicants.
Participating in student recruitment activities, including traveling to recruitment events.
Coordinating Option III events, including recruitment events and processes: c reating and tracking budget for events, including all necessary business affairs paperwork for purchases and reimbursements; c oordinating catering, facilities, promotional materials (including creating handout booklets and other materials for attendees); c reating and managing online forms for event related registration and feedback.
Managing travel and room reservations for events; s upport logistics for prospective student events.
Program Coordination & Administrative Support Maintaining records and databases on applicants to Option III program (e.g., program, concentration, class enrollment, and application information) Maintaining records and databases on current students, including programs of work for students.
Composing letters and reports related to current students and compiling information and track program, concentration, and class enrollment Maintaining listservs for current graduate students
Serving as a contact for prospective, current, and alumni communities, answering all inquiries, including general academic and procedural information.
Advising students on faculty advising, registration, program requirements, course add/drops, withdrawals, and leave of absence forms and documentation Providing information and clarification of institutional and program rules and requirements.
Assisting students with forms and documents.
Coordinating procedures leading to student graduation, including certifying students eligible to graduate, applying for graduation, and certifying programs of work.
Coordinating with SON evaluator to distribute graduation surveys and provide list of students or graduates.
Assisting with accurately and timely documentation of OSS processes and procedures.
Manage administrative academic matters for currently enrolled students, including grade reporting, course registration, course scheduling, course inventory, and course instructor surveys.
Manage student financial processes. Bill and facilitate the collection of deposits from admitted students, facilitate fellowship award, bill current students, and create and manage payment plans.
Assist with responding to questions regarding application completion, admissions decisions, application completion status, student orientation and welcome activities.
Assist with logistical aspects of classes, including scheduling class weekends, organizing catering and supplies, and coordinating with student support staff.
Student Events/Activities Provide staffing support at Office of Student Services activities (e.g., Commencement and Graduation, Light the Lamp/White Coat Ceremony, Welcome/Back-to-School, Gone to Texas/Nursing)
Collaborate with Office of Student Services teammates on graduation-related activities, including updating graduation information in a timely and accurate manner and ordering Option III Doctor of Nursing Practice medals.
Communicate and collaborate with staff, administrators, and faculty working on non- Option III (Alternative Entry Masters, Master of Science, Doctor of Philosophy) graduate programs and services as needed.
Marginal/Incidental Functions Other related functions as assigned.
Create, maintain , and promote technologically advanced office protocols utilizing a high degree of innovation.
Contribute to a positive and collegial work environment.
Additional hours may be at peak periods.