Graduate Program Coordinator I

The College of Natural Sciences (CNS) at the University of Texas at Austin is committed to fostering a workplace where every employee can contribute at the highest possible level to support the University’s mission. What starts here really does change the world (https://cns.utexas.edu/).

The department of Human Development and Family Sciences is dedicated to creating and applying knowledge that can improve the lives of individuals, families and communities. Our interdisciplinary research and education span individual development, relationships and societal contexts, exploring various aspects of human growth and interaction.

Purpose

The Department of Human Development and Family Sciences is seeking a detail-oriented, resourceful, and service-driven Graduate Coordinator I to provide administrative support to our graduate program and department.

Responsibilities

• Serves as the primary liaison between the department and prospective graduate students, providing information on admission eligibility and program requirements, while also keeping faculty informed of graduate student progress to support effective advising and program planning.

• Serves as the only point of contact for the department when interacting with the Office of Graduate Studies, throughout the year.

• Interacts frequently with university students, faculty, staff and outside agencies. Makes appropriate referrals to additional resources needed by graduate students in our department. Provides in-depth information, clarification and interpretation of institutional and graduate program rules and regulations. Responsible for ensuring compliance with institutional rules, regulations and procedures.

• Maintains electronic records, files, statistics and data bases on graduate students and applicants including providing detailed, organized reports to graduate committees as well as supporting in completing various grad program reviews. Use various tools to collect and track data such as Qualtrics, Docusign, Microsoft Excel, etc.

• Develops and implements recruitment strategies. Assists with registration process and graduate student orientation. Designs and implements procedures for improvement to program activities.

• Manages the assignment, in conjunction with the area Graduate Advisor, of all Teaching Assistant, Grader and Assistant Instructor positions for the department. Create and maintain student appointments in Workday HR system. Process tuition and fellowship documents.

• Submit nominations and award scholarships and fellowships. Manage and process travel awards for students, including coordinating with faculty travel awards committee. Update the graduate travel award budget.

• First point of contact for prospective students, admissions and recruitment questions

• Take lead on graduate student and graduate program events, including processing associated paperwork and approvals and being the day of contact to set up and execute events

• Assist students and faculty with Graduate admission and class registration. Assist students with candidacy applications, course changes, tuition, withdrawals, grade changes, leaves of absence, Master’s thesis and PhD dissertation defense, and graduation. Ensure that students have an annual assessment review with his or her supervisor and electronically maintain those files.

• Monitor and ensure that every student holds an annual committee meeting following candidacy. Organize monthly meetings of the GSCs and/or executive committees of the graduate programs and maintain minutes. Manage votes for GSC issues as they arise.

• Ensure that the Doctor of Philosophy (Ph.D.) programs are updated in the Student Handbook, the Electronic Access to Student

• Information (EASI) Student Profile and Program of Work, and the department website based on academic, Graduate School, and University policy.

• Other related functions as assigned.

Required Qualifications

• High school diploma. Three years of office and clerical work. Relevant education and experience may be substituted as appropriate.
• Competencies: Accuracy and Attention to Detail, Initiative, Decision Making and Critical thinking. Effective Communication, Interpersonal Relationships, Service Excellence, Problem Solving.
• Highly collaborative, team-focused mindset
• Demonstrated ability to prioritize tasks and independently solve problems
• Strong organizational skills with attention to detail

Preferred Qualifications

• Experience as a Graduate Coordinator. Proven ability to manage graduate program operations and support student success.
• Demonstrated capacity to manage complex processes, design and improve systems, and solve problems independently.
• Skilled in conveying complex information clearly and empathetically to various audiences.
• Trusted to handle sensitive information with professionalism and composure in high-pressure situations.
• Ability to work independently while actively engaging with teams to drive excellence and continuous improvement.

Salary Range

$48,000+ (depending on experience)

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• 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 into 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.