Administrative Program Coordinator

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 ex