Job Posting Title:
Graduate Program Administrator
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Hiring Department:
Molecular Biosciences
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
Purpose
To provide business and academic administration to the three graduate programs in the Interdisciplinary Life Sciences Graduate Programs. Responsible for coordinating all phases of graduate program activities. Coordinates administrative activities of a graduate program within a college department or program. The Graduate Program Administrator reports to the Graduate Program Manager and Associate Chair for Graduate Education.
Responsibilities
Student Funding and Fees Administration: Manage the collection, collation, and distribution of Student Funding each semester for MBS Labs. Work with departments to ensure that all ILS graduate Student's tuition and fees have been processed and that they have appropriate appointments and funding each semester. Work with MBS HR and Payments teams to process all student appointments, tuition, fees and department based fellowships. Coordinate and liaison with other appropriate administrative staff to resolve students issues, including registration, funding, billing, graduate appointments, terminations, etc. Process Student Mass extension appointments for continuing students each semester. Maintain detailed records of student funding sources, update the funding as new information is provided, and liaise with MBS staff to ensure that the most up-to-date student funding information is provided across administrative teams.
Graduate Student Fellowships: Administer ILSGP processing of UT issued fellowships; including announcing the awards to students, maintaining submissions surveys, gathering and submitting graduate student application materials to the ILSGP GSC Chairs and advisors, CNS Deans office, and the Graduate School, and fielding student and faculty questions. Administer nominations, recommendations, and processing of ILS administered fellowships. Maintain records on students’ fellowships and their statuses.
First Year Student Coordination and Administration: Oversee completion of all required on-boarding tasks, university compliance trainings, and class registrations for all incoming students. Manage Workday Sup Org for ILSGP students until they are placed in their permanent lab. Work with HR administration to ensure proper job transfers of 1st year students joining their permanent labs, including the collection, recording, and distribution of funding and appointment information.Serve as main administrative point of contact to first year students throughout their first year.
Graduate Program Academic Administration: Assist Graduate Program Coordinator with the academic administration of the CMB, MIC, and BCH Graduate Programs with direction the Graduate Program Manager.Assist with completion of routine degree processes (add/drops, change of records, late registration, grade changes, graduation, etc.) and submit special petitions with approval of Graduate Advisors and GSC Chairs.
Communications: Create and distribute announcements and administrative requests across all media channels to appropriate graduate program audiences on a timely basis. Develop and maintain new informational resources for current students and faculty.
Reporting: Assist with data collection and entry for program assessments. Assist with survey distribution for student surveys.
Miscellaneous Duties: Attend Graduate Coordinator Network (GCN) meetings on behalf of the graduate programs. Assist with organization of monthly ILS Executive Meetings. Early morning, evening and weekend work may be required outside of the 8-5 time-frame during orientation, recruiting and annual retreat events. Travel to national conferences required 2-3 times per year.
Required Qualifications
Bachelor's degree. Five years of experience working with college students in an administrative or advising capacity. Graduate coordinator experience. Established history of strong Excel and data management skills. Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience with UT processing systems: Workday; DEFINE; FRMS. Ability to establish interpersonal relationships and communicate effectively. Ability to plan for and meet program deadlines. Experience in dealing with student issues and needs.
Salary Range
$61,000 + depending on qualifications
Working Conditions
May work around standard office conditions.
Work Shift
Flexible between, 7am - 6pm, Monday - Friday
Required Materials
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:
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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.
