What are the responsibilities and job description for the Graduate Program Administrator position at The University of Texas at Austin?
Job Posting Title:
Graduate Program Administrator
Educational Leadership and Policy
All Applicants
40
Exempt
Immediately
Expected to Continue
UT MAIN CAMPUS
Purpose
Administers, develops, and aligns all aspects of graduate programs in the Department of Educational Leadership and Policy. Collaborates with Graduate Advisor and Department Chair to establish departmental policies and determine best practices. Responsible for various core operations of the student life cycle.
Responsibilities
Overall Student Affairs Management
Oversee the Student Affairs unit of the Department of Educational Leadership and Policy to meet strategic objectives in all aspects of the student life cycle: recruitment, admissions, orientation, registration, course scheduling, enrollment management, grade reporting, graduation, and alumni stages. Collaborate with staff and faculty on strategic planning and initiatives.
Academic and Student Advising
Serve as primary liaison between department(s) and the Graduate School while partnering with the Graduate Adviser, Graduate Studies Committee (GSC) Chair, and Department Chair to advise students on academic course/degree requirements, registration, advancement to doctoral candidacy, final orals, and graduation procedures.
Collaborate with University stakeholders on behalf of students’ academic success. University stakeholders include: Graduate School, Office of Graduate Admissions, Office of Financial Aid, Office of the Registrar. Department stakeholders include: Graduate Studies Committee (GSC), Graduate Adviser, Department Chair, Student Advisory Council. Serve as secondary support as needed for registration support and student advising process. Support with advising students, supporting faculty with questions regarding student advising, and tracking students.
Fellowship/Scholarship Management
Supervise annual fellowship/scholarship distributions, which include recruitment and continuing fellowships, student travel awards. Manage online scholarship system to provide timely, accurate, and clear data to administrators. Ensure that recipients meet the criteria for each scholarship payment. Ensure compliance with applicable policies and procedures. Resolve incidental issues that arise during the overall scholarship process.
Department Marketing/ Communications/Event Coordination & Support
Responsibilities include official department marketing and communications for Educational Leadership and Policy, including but not limited to: track and distribute to students and faculty essential information on graduate school policies, procedures, requirements, deadlines, and changes. Proactively update department resources pages including: student resources web pages(“wiki”); prospective and current student websites; online student directory; email distribution lists; student handbooks; online newsletters. Provide event support and coordination for Educational Leadership and Policy sessions and events. Department special events include: fall convocation and graduation. Assist faculty program directors with program-specific events to include: recruitment events, info sessions, admitted student events, new student orientation, seminars, student organization events.
Reporting and TEA Certification
Prepare accreditation and certification reports for external and internal stakeholders to include but not limited to: TEA, THECB, U.S. News and World Report, 18 Characteristics, Admissions, Enrollment. Collaborate with students, faculty field supervisors, program coordinator, IT support specialist, and College certification specialist to ensure Principalship and Superintendency programs compliance with TEA standards. Prompt students to meet requirements, enter and track data in Pro Cert database. Attend annual College-wide certification meetings and ensure Department compliance.
Required Qualifications
Bachelor's Degree
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Master's Degree
Salary Range
$68,000 depending on qualifications
Working Conditions
Typical office environment
Required Materials
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer:
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.
Pay Transparency:
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. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Graduate Program Administrator
Educational Leadership and Policy
All Applicants
40
Exempt
Immediately
Expected to Continue
UT MAIN CAMPUS
Purpose
Administers, develops, and aligns all aspects of graduate programs in the Department of Educational Leadership and Policy. Collaborates with Graduate Advisor and Department Chair to establish departmental policies and determine best practices. Responsible for various core operations of the student life cycle.
Responsibilities
Overall Student Affairs Management
Oversee the Student Affairs unit of the Department of Educational Leadership and Policy to meet strategic objectives in all aspects of the student life cycle: recruitment, admissions, orientation, registration, course scheduling, enrollment management, grade reporting, graduation, and alumni stages. Collaborate with staff and faculty on strategic planning and initiatives.
Academic and Student Advising
Serve as primary liaison between department(s) and the Graduate School while partnering with the Graduate Adviser, Graduate Studies Committee (GSC) Chair, and Department Chair to advise students on academic course/degree requirements, registration, advancement to doctoral candidacy, final orals, and graduation procedures.
Collaborate with University stakeholders on behalf of students’ academic success. University stakeholders include: Graduate School, Office of Graduate Admissions, Office of Financial Aid, Office of the Registrar. Department stakeholders include: Graduate Studies Committee (GSC), Graduate Adviser, Department Chair, Student Advisory Council. Serve as secondary support as needed for registration support and student advising process. Support with advising students, supporting faculty with questions regarding student advising, and tracking students.
Fellowship/Scholarship Management
Supervise annual fellowship/scholarship distributions, which include recruitment and continuing fellowships, student travel awards. Manage online scholarship system to provide timely, accurate, and clear data to administrators. Ensure that recipients meet the criteria for each scholarship payment. Ensure compliance with applicable policies and procedures. Resolve incidental issues that arise during the overall scholarship process.
Department Marketing/ Communications/Event Coordination & Support
Responsibilities include official department marketing and communications for Educational Leadership and Policy, including but not limited to: track and distribute to students and faculty essential information on graduate school policies, procedures, requirements, deadlines, and changes. Proactively update department resources pages including: student resources web pages(“wiki”); prospective and current student websites; online student directory; email distribution lists; student handbooks; online newsletters. Provide event support and coordination for Educational Leadership and Policy sessions and events. Department special events include: fall convocation and graduation. Assist faculty program directors with program-specific events to include: recruitment events, info sessions, admitted student events, new student orientation, seminars, student organization events.
Reporting and TEA Certification
Prepare accreditation and certification reports for external and internal stakeholders to include but not limited to: TEA, THECB, U.S. News and World Report, 18 Characteristics, Admissions, Enrollment. Collaborate with students, faculty field supervisors, program coordinator, IT support specialist, and College certification specialist to ensure Principalship and Superintendency programs compliance with TEA standards. Prompt students to meet requirements, enter and track data in Pro Cert database. Attend annual College-wide certification meetings and ensure Department compliance.
Required Qualifications
Bachelor's Degree
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Master's Degree
Salary Range
$68,000 depending on qualifications
Working Conditions
Typical office environment
Required Materials
- Resume/CV
- Letter of interest
- Three professional references with their contact information; at least one reference should be from a supervisor
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer:
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.
Pay Transparency:
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. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
- E-Verify Poster (English and Spanish) [PDF]
- Right to Work Poster (English) [PDF]
- Right to Work Poster (Spanish) [PDF]
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Salary : $68,000