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The University of Texas at Austin · 13 hours ago

Program Coordinator, Graduate Recruitment & Admissions

UT MAIN CAMPUS

Full-time

Onsite

New Grad, Entry Level

$45K/yr - $45K/yr

The University of Texas at Austin is seeking a Program Coordinator for Graduate Recruitment & Admissions. This role will assist the Office of Student Services with graduate student recruitment, admissions processes, and program coordination, ensuring effective support for prospective and current students.

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Responsibilities

Providing administrative support for recruiting packages and maintains records on admissions and recruitment

Preparing and sending acceptance/denial letters and program literature

Supporting prospective student and admitted student campus visit events

Facilitating information sessions for prospective graduate applicants

Coordinating admissions processes and resolve related problems and issues for graduate applicants and enrolled students

Compiling and provide applicant data to Graduate Admissions and Programs Committee (GAPC)

Attending select GAPC meetings to provide details on the data compiled for GAPC

Communicating admissions decision to the Graduate School and to notify applicants of missing material and admissions decision

Assisting faculty with student advising and students with advising, registration, course add/drops, withdrawals, and leave of absence forms and documentations

Performing prerequisite transcript evaluations

Coordinating admissions processes and resolve related problems and issues for graduate applicants

Coordinating admissions decisions, notify Graduate School and applicants, request any missing materials

Assisting with advising graduate students on program requirements

Providing information and clarification of institutional and program rules and requirements

Participating in student recruitment activities, including traveling to recruitment events

Maintaining records and databases on applicants to graduate programs (e.g., program, concentration, class enrollment, and application information)

Maintaining records and databases on current graduate students

Composing letters and reports related to current students. Compile information and track program, concentration, and class enrollment

Maintaining listservs for current graduate students

Serving as a contact for prospective, current, and alumni communities, answering all inquiries, including general academic and procedural information

Maintaining programs of work for graduate students

Advise students on faculty advising, registration, course add/drops, withdrawals, and leave of absence forms and documentation

Assisting graduate students with forms and documentation for Qualifying Exams, dissertation proposal meetings, candidacy, and final dissertation meetings

Providing forms and maintain a repository of graduate students’ applications and curricula vitae for graduate student employment (e.g., Teaching Assistant, Research Assistant, Assistant Instructor, Clinical Teaching Assistant); distribute and collect employment materials; and provide information to faculty and to School of Nursing (SON) Human Resources for processing the hiring of TAs, GRAs

Coordinate with SON Human Resources to complete Assistant Instructor (AI) petitions, when needed, to the Graduate School at the start of each semester

Coordinating procedures leading to student graduation, including certifying students eligible to graduate, applying for graduation, and certifying programs of work

Coordinating with SON evaluator to distribute graduation surveys and provide list of students or graduates

Assisting with accurately and timely documentation of OSS processes and procedures

Sending request for agenda items to all GSC members and guests prior to meeting

Preparing agenda and sending it to GSC chair for approval

Sending GSC meeting notice with agenda, minutes from previous meeting, and any pertinent documents

Attending each GSC meeting and having available a sign-in sheet for the attendance record and copies of the agenda, minutes, and documents

Taking minutes, transcribing and sending to GSC chair for approval/any changes

Maintaining a list of contacts for each year’s current GSC members and guests

Updating GSC when requested by the Office of Graduate Studies (OGS) and following instructions from OGS as needed

Confirming accuracy of the list with the Dean’s Office at the School of Nursing

Assist with OSS front reception/lobby coordination and staffing

Assist with OSS special events coordination

Provide staffing support at OSS activities (e.g., Commencement and Graduation, Light the Lamp/White Coat Ceremony, Welcome/Back-to-School, Gone to Texas/Nursing)

Other related functions as assigned

Create, maintain, and promote technologically advanced office protocols utilizing a high degree of innovation

Contribute to a positive and collegial work environment

Qualification

Program CoordinationGraduate AdmissionsData ManagementUT-Austin PoliciesInformation SystemsDetail-orientedProject ManagementCommunication Skills

Required

Bachelor's degree

Experience coordinating or administering a program

Preferred

Master's Degree in Higher Education Administration or relevant graduate degree

Experience with UT-Austin policies and processes pertaining to graduate students

Experience with UT-Austin information systems (e.g., EASI: View Student Record, Graduate Worksheet, GCD Grad School Progress, RGEN, Advisor's Toolkit, Cognos, UT Box, Mainframe, Qualtrics, Zoom)

Highly detail-oriented individual who can manage complex tasks with precision and accuracy. The ideal candidate will consistently demonstrate thoroughness in their work and a strong commitment to quality

Superior skills in coordination and managing multiple projects at once