Job Posting Title:
Graduate Program Coordinator II
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Hiring Department:
Department of English
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see:
https://hr.utexas.edu/prospective/benefits
and
https://hr.utexas.edu/current/services/my-total-rewards
.
For more information about the College of Liberal Arts, please visit:
https://liberalarts.utexas.edu/
.
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/
.
For more information on college staff professional development, please visit
https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund
.
Purpose
The purpose of this position is to coordinate and administer graduate programs affiliated with the English Department.
Responsibilities
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Assist graduate advisers and various graduate committees in organization, scheduling, preparation, and reporting for meetings. Assist graduate advisers in tracking student information for milestones and progress reports. Assist students, graduate advisers, and faculty in arrangements for qualifying exams, comp exams, masters reports/theses, and prospectus and dissertation defenses. Disseminate to various programs, UT email lists and archive relevant graduate student fellowship and grant opportunities.
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Assist other staff in course scheduling, updating course catalogues and inventories. Complete FASET entry for graduate student individual instruction courses.
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Coordinate with other administrative staff for travel requests and arrangements for prospective graduate students, current graduate students, and non-employees associated with graduate student program activities. Coordinate arrangements for graduate student and graduate program activities including but not limited to colloquia, film series, speaker series, and graduate student organized conferences. Collaborate with financial staff for completion of OOEFs, contracts, POs, reimbursements and purchasing.
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Assist graduate committees, advisers, and graduate faculty in ensuring that information for program websites, brochures, catalogues, and online course descriptions is accurate and complete.
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Handle all graduate program related correspondence and applications for financial aid, admissions, teaching assistantships, assistant instructorships, fellowships and scholarships. Process TA/AI/GRA appointments in Workday.
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Maintain all graduate student files and assist graduate advisers and students in keeping track of deadlines and requirements and act as liaison with the Office of Graduate Studies, Graduate Admissions, Texas Global, and Human Resources. Assist with graduate student registration and grade reporting.
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Manage recruitment, continuing scholars, study abroad, professional development, and travel award scholarships. Assist scholarship committee by maintaining accurate records, managing applications, documentation, and spreadsheets of available funds and projected income and expenses. Create and manage scholarship payment documents.
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Prepare all reports pertaining to the Graduate Program. Maintain spreadsheets and databases of graduate students and program for use in production of ad hoc reports and university required reports. Meet all program, college, and university deadlines.
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Other assigned duties as necessary to meet programmatic requirements and goals.
Required Qualifications
Bachelors degree. At least 5 years working with college students in an administrative or advising capacity. Demonstrated accuracy and attention to detail, good decision making and critical thinking skills, effective spoken and written communication skills, good problem solving skills, as well as strong initiative and a dedication to service excellence.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Graduate degree. Working knowledge of UT graduate student policies, procedures and administrative systems. Ability to successfully balance multiple projects and meet overlapping deadlines.
Salary Range
$56,200 + depending on qualifications
Working Conditions
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Work around standard office conditions.
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Repetitive use of a keyboard at a workstation.
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Occasional evening or weekend work
Required Materials
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Resume/CV
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3 work references with their contact information; at least one reference should be from a supervisor
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Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
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.
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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.
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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.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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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.
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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.
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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.
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E-Verify:
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)
[PDF]
E-Verify Poster (Spanish)
[PDF]
Right To Work Poster (English)
[PDF]
Right To Work Poster (Spanish)
[PDF]
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Compliance:
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.