Job Posting Title:

Administrative Program Coordinator

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Hiring Department:

Graduate School

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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:

Dec 09, 2024

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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

Selection made by committee and hiring supervisor based on review of on-line applications and results of personal interviews.  Hiring decision contingent upon applicant clearing security background check.  Must be eligible to work in the United States on a full-time basis for any employer without sponsorship. Work schedule will be determined by discussion with supervisor.

You will be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience.  If you are the type of person that wants to know your work has meaning and impact, you will appreciate working in our department and for UT Austin.  UT Austin provides an outstanding benefits package including but not limited to:

Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)

Vision, Dental, Life, and Disability insurance options

Paid vacation, sick leave, and holidays

Teachers Retirement System of Texas (a defined benefit retirement plan)

Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

Flexible spending account options for medical and childcare expenses

Training and conference opportunities

Tuition assistance

Athletic ticket discounts

Access to UT Austin's libraries and museums

Free rides on all UT Shuttle and Capital metro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

Assistant to Associate Dean of Student Services.

Responsibilities

Assist Director of Student Services in providing academic guidance and support to graduate programs, including non-formula-funded (Option III) programs, graduate program staff, and graduate students. Address requests for leaves of absence, grade changes, adds/drops, late registrations and withdrawals, graduate teaching authorizations, and course scheduling through phone, in-person, online and written correspondence. Provide comprehensive view of Graduate School and University policies in relation to the student experience and administration of these tasks. Provide feedback to the Dean, Associate Deans, and team on how to better serve students. Serve as subject matter expert for policy decisions at Dean level.

Interact with faculty and staff for problem solving and relaying institutional policies and procedures. Provide excellent customer service, keeping management, employees, and clients up to date on current policies, procedures and related official information. Conduct research and develop graphs, charts, spreadsheets, correspondence, reports, and presentation materials, as requested by the Dean, Associate Deans, and campus stakeholders. Use judgment to make independent decisions when needed.

Serve as backup for Senior Assistant Dean and Director of Student Services in their absence and assist with special projects and other duties, including degree certification, as assigned.

Required Qualifications

Bachelor's degree with three years of relevant experience. Previous experience at the Administrative Assistant or Associate level. Excellent written and oral communication skills, as well as strong interpersonal skills. Excellent organizational skills and attention to detail. Demonstrated ability to manage concurrent projects while proactively communicating with stakeholders. Demonstrated ability to assess workload, prioritize tasks, and meet deadlines. Ability to maintain punctual, dependable hours on a regular basis.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree in a relevant field. Extensive administrative experience beyond the minimum requirements. Experience with University mainframe (NRRECS), Macintosh and PC platforms. Experience with ITS thesis and dissertation templates. Experience with PDF converters and readers. Experience with data downloads and conversion. Demonstrated ability to interact in a professional manner with University faculty, staff, and students. Experience in academic advising. Experience working with Electronic Theses and Dissertations. Demonstrated organizational skills. Familiarity with student services and graduate programs at UT Austin. Knowledge of university resources, policies, and procedures.

Salary Range

$53,000 + depending on qualifications

Working Conditions

Use of manual dexterity.

May work around standard office conditions.

Repetitive use of keyboard at a workstation.

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 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.