Job Posting Title:

Graduate Administrative Program Coordinator

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Hiring Department:

James A Michener Center for Writers

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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:

Oct 07, 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

The James A. Michener Center for Writers is one of the top five graduate creative writing programs in the world. Under the aegis of the Office of Graduate Studies, the Michener Center has received over 1000 applications a year and accepts fewer than 1% of applicants. The program spans three years and offers 12 fellows each year unparalleled funding. The program is affiliated with faculty in the Department of English, Theatre and Dance, and RTF, and each year the Michener Center brings world-class visiting faculty to UT Austin. The extraordinary faculty and alumni have received honors from the Pulitzer Prizes, the National Book Foundation, Oprah’s Book Club, and many others. Located in the historic J. Frank Dobie House, the Michener Center for Writers is a jewel in the crown of UT Austin, and its faculty and fellows are crafting literary art that reaches national and international audiences. Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

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

To administer and coordinate the Michener Center for Writers graduate degree program and provide office support. Responsible for coordinating all phases of graduate program activities.

Responsibilities

Program Administration: 

Provide student application, registration, and enrollment support and maintain student records and databases.  Initiate/maintain student records, process and track all fellowship distributions and tuition payments. Maintain records on student’s fellowships and their statuses. Prepare/maintain statistical reports. Update student handbook annually. Provide in-person support for all WRT courses, faculty, and graduate advisor. Keep up to date with University requirements and procedures, maintain required authorizations, and attend process training sessions as needed.

Admissions and Recruitment: 

Answer applicant inquires by phone or email. Process/organize applicant materials: Coordinate admissions screeners’ training and access to application files and facilitate screener payments. 

Create admissions databases and spreadsheets for sharing applicant information among faculty committees. Plan/attend Admissions Committee meetings; counsel faculty on applicant information, prepare/submit fellowship applications to Graduate School; maintain correspondence with applicants and referees; maintain applicant database. Assist with organization and maintenance of admission virtual interviews, crafting of offer letters, and data collection and entry for assessment of recruitment practices.

Plan all aspects of student recruiting visits, including group meals, faculty/student introductions, process related RTAs and travel reimbursements.

Manage communications with incoming students to ensure they have up-to-date information on getting started and managing their first semester at UT, including directing international admits to resources to facilitate insurance and stipend payments are available in a timely manner.

Plan and present at MCW new student orientation.

Advising and Degree Progress: 

Maintain Graduate Coordinator desktop and degree audit system in EASI. Advise students and oversee issues regarding enrollment and University requirements for progress toward degree.  Monitor and ensure that every student, completes degree milestones on-time, and is aware of their graduation requirements.

Compile list of potential classes for MCW fellows each semester from affiliate departments and around the university, provide course registration and notification to students of enrollment bars. 

Answer queries from students regarding issues such as add/drops, late registration, grade changes; liaise with University offices to obtain approvals for petitions as required.

Coordinate class registration with English, Theater and Dance, and the RTF Departments as needed. 

Coordinate thesis defense meetings. Provide guidance to graduating students on thesis submission per Graduate School policies/rules.

MCW course oversight, meetings and events: 

Responsible for departmental course scheduling via Class Manager. 

Provide onsite coordination/support for classes and student/faculty meetings scheduled at J. Frank Dobie House. Ensure that audiovisual aids and related equipment needs are met for WRT courses. 

Responsible for course instructor surveys. Assume primary responsibility for ensuring that grades are entered prior to deadline each semester. Process grade changes, contacting students and faculty as needed. 

Plan and coordinate Graduate Studies Committee meetings and questionnaires, take meeting minutes. 

Attend and assist with MCW graduation functions each year. Attend Graduate Coordinator Network Meetings. Attend and assist with other program events as required.

Communications and Daily Operations: 

Provide information to the Director, Operations Manager, MCW staff and relevant individuals and committees on University policies, individual students, and other departmental matters as needed. 

Maintain effective communications with and act as a liaison between students and Office of Graduate Studies, (GIAC), English, Theater and Dance, and the RTF Departments. 

Support marketing of graduate program. Promote the program via email lists, Facebook, Twitter, Instagram, and other means. Review and update program web pages, brochures, and other marketing materials. Participate in online and onsite information sessions. 

Serve as primary full-time front desk representative (along with the part-time administrative assistant) for the Dobie House.  Act as initial point of contact for visitors and students, including welcoming guests, answering telephones, delivering mail, and responding to routine questions. Coordinate use of conference/office rooms and assist with maintaining office supplies, setting up student mailboxes, and distributing mail. Review MCW email account and respond or route to appropriate staff as needed.  Check in/out MCW library books. Report facilities and maintenance issues as needed.  

Collaborate effectively with MCW staff to ensure business operations are met and MCW student and faculty experience is supported.

Other special duties as assigned.
 

Required Qualifications

Bachelor's degree. Three years of experience working with college students in an administrative or advising capacity. Experience with UT processing systems: Workday; DEFINE; FRMS. Relevant education and experience may be substituted as appropriate. Ability to establish interpersonal relationships and communicate effectively. Ability to plan for and meet program deadlines. Self-starter who is a quick learner, detail oriented and has ability to follow directions, proof work and follow through with tasks. Ability to organize, prioritize, multi-task and meet deadlines. Good working knowledge of computer skills in spreadsheets, Word documents and email. Excellent written and verbal communication skills. Excellent interpersonal skills and ability to positively interact and clearly communicate with supervisor, co-workers and all constituents including outside vendors, faculty, staff, and students. Ability to work independently with little supervision and as a team player. Strong attendance record. Ability to take supervision. Skilled at anticipating changing priorities, working in changing environments, providing strong customer service skills, and responding well to feedback.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree and five years of experience in dealing with student issues and needs. Graduate coordinator experience. Experience with Class Manager, Canvas, EASI, Course Scheduler, FASET, My CIS. Advance skills in the use of Microsoft Office applications including Excel. Knowledgeable of university resources, policies, and procedures especially related to graduate education. Experience with scholarship processing. Demonstrated agility with change management and working in a fast-paced environment with competing deadlines.

Salary Range

$55,000 + depending on qualifications

Working Conditions

Work is performed in a standard office environment. 

Repetitive use of keyboard at workstation.

Lifting and moving up to 50 lbs. 

Periodic travel and work outside standard business hours may be required.

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.