Graduate Program Coordinator II, Department of Nutritional Sciences

Job Posting Title:

Graduate Program Coordinator II, Department of Nutritional Sciences

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Hiring Department:

Department of Nutritional Sciences

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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:

Sep 01, 2025

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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

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 research and coursework in the Department of Nutritional Sciences explores  how diet intersects with the human experience at many levels, from the molecular level (genes, metabolites and cells) to the systems level (individuals, families, societies, and infrastructure).

Purpose

The Department of Nutritional Sciences is seeking a detail-oriented, resourceful, and service-driven Graduate Coordinator II 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.
• Develops and implements recruitment strategies. Assists with registration process and graduate student orientation. Designs and implements procedures for improvement to program activities.
• Keeps faculty informed of graduate student progress to support effective advising and program planning.
• Serves as the primary point of contact for the department when interacting with the Office of Graduate Studies throughout the year.
• Interacts regularly 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.
• Manages the assignment, in conjunction with the area Graduate Advisor, of all Teaching Assistant, GRA and Assistant Instructor positions for the department. Create and maintain student appointments in Workday HR system. Process tuition and fellowship documents.
• Submits nominations for awards, scholarships, and fellowships. Manages and processes travel awards for students, including coordinating with faculty travel awards committee.
• Supports graduate student and graduate program events, including processing associated paperwork and approvals and being available to set up and execute events.
• Assists 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. Ensures that students beginning their second-year have an annual assessment review with their supervisor and electronically maintains student files.
• Documents second-year qualifying exams and follow-up on re-exams. Monitors and ensures that every student holds an annual committee meeting following candidacy. Attends monthly meetings of the GSCs and/or executive committees of the graduate programs and maintains minutes. Manages votes for GSC issues as they arise.
• Ensures that the Integrated Coordinated Program in Dietetics (ICPD), Master’s in Nutrition (MS) and 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

• Bachelor’s Degree and five years’ experience working with college students in an administrative or advising capacity
• Experience in providing support in an administrative office at the University of Texas at Austin (UT); working knowledge of UT Austin policies and procedures.
• Proficiency with Adobe Pro, Microsoft Excel and Word
• 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

• Familiarity with higher education tracking and management systems and the University of Texas at Austin (UT-Austin) policies is a plus

Salary Range

$52,000+ (depending on experience)

Working Conditions

• Work in 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.

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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 and 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.