Job Posting Title:
Graduate Program Administrator, Department of Aerospace Engineering and Engineering Mechanics----
Hiring Department:
Department of Aerospace Engineering and Engineering Mechanics----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Exempt----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
UT MAIN CAMPUS----
Job Details:
General NotesAs a top-10 engineering school, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. As the new space age emerges, the Department of Aerospace Engineering and Engineering Mechanics at The University of Texas at Austin continues its long history of being a world leader across a breadth of disciplines. Teaching and research activities take place in the areas of space engineering/science, aviation, robotics, computation, mechanics and more. At UT Aerospace, where our academic programs rank among the top 10 in the nation, the sky is not the limit!
UT Austin provides outstanding employee benefits and total rewards packages that include:
Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Teachers Retirement System of Texas, a defined benefit retirement plan, with 8.25% employer matching funds
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
Robust free training access through LinkedIn Learning plus professional conference opportunities
Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums with staff ID card
Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
ResponsibilitiesRecruitment: Design and implement a proactive recruitment campaign aimed at increasing quality applicant numbers, including email campaigns, social media advertising, and targeted recruitment visits. Advertise our program at conferences. Plan, organize, and execute a virtual recruitment (in addition to the in-person weekend). Plan, organize, and execute prospective student visits in a timely and efficient manner and alert program area faculty to the visits. Working with the Graduate Adviser to develop and implement recruitment strategies. Serve as member of the Graduate Program Executive Committee, ASE GSC, and ME GSC, and implement recruitment strategies. Continue to develop a more streamlined process for communication with both prospective and current students. Represents the department at the local and national level; Provides training sessions and presentations to graduate students and other graduate programs.
Admissions: Monitoring prospective graduate students’ applications for completeness and communicating with applicants about their status in a timely manner. Connecting applicants with appropriate program area faculty specific to applicants’ educational interests. Informing faculty about matters regarding student admissions in a timely manner. Communicating via email and phone with prospective students. Pre-screening potential applicants and referring completed graduate applicant files to appropriate program area faculty. Handle advising/orientation for new students.
Serves in an advisor capacity by providing in-depth information, clarification, and interpretation of institutional and graduate program rules and regulations. Responsible for ensuring compliance with institutional rules, regulations, and procedures. Provides administrative support and logistical coordination of the first-year graduate student mentoring program.
Fellowships and Scholarships: Assist the Graduate Adviser and other departmental, college, and Graduate Office contacts in the execution of duties by: Facilitating & processing the departmental, college, and University fellowship/scholarship applications; Facilitating the application process for student travel awards; Collaborating in the decision making about awards; Informing students about awards in a timely manner.
Maintains electronic records, files, statistics, and databases on current graduate students and applicants. Designs and implements procedures for improvement to program activities. Develops and implements recruitment strategies. Works with associate chair to develop teaching assistant assignments. Coordinates TA appointments and processes tuition reduction benefits. Manages the graduate student qualification exams in coordination with the Graduate Advisor. Administers and monitors the exams and collates results.
Graduate Advising & Graduate Studies Committee: Referring and facilitating curricula questions and issues from faculty to Graduate Adviser. Providing in-depth information, clarification, and interpretation of institutional and graduate program rules and regulations. Serving as liaison between the Department and the Office of Graduate Studies, and the general public. Interacts with university students, faculty, staff, and outside agencies. Represents the graduate programs to the Office of Graduate Studies. Serves as liaison with International Office, CSE, and ASE/EM Graduate Student organizations.
Graduate Advising & Students: Assist/advise the Graduate Adviser with OGS policies/procedures. Ensure that the adviser meets deadlines. Advise students on coursework, registration, graduation, and candidacy which includes rules and regulations related to the Graduate School and university. Executes tasks and assignments, which require specialized knowledge and skills of graduate programs. Develops and maintains tracking system to assess and evaluate graduate program effectiveness, student retention, grade point averages, and academic outcomes; Uses data to effectively improve performance of graduate advising and program activities; Establishes priorities to meet critical deadlines and short and long term strategic goals. Clearing advising bars for graduate students. Handle issues regarding registration, special petitions, billing, coursework transfer, curricular/optional practical training, and veteran benefits. Consult with faculty regarding departmental and graduate rules pertaining to advising, dissertation, program of work, graduation, etc. Working with students on their Program of Work, candidacy applications, and graduation applications for the Master's and Doctoral students in a timely manner. Ensuring that students’ data is kept up to date in the database. Organizing the doctoral student defense process through DocuSign. Providing the Graduate Adviser and faculty with information regarding graduate student progress.
Reporting: Prepare accurate information efficiently for the graduate program by: Administer, analyze, and prepare qualitative and quantitative data; Update the Master’s and Doctoral handbooks, as well as the department graduate student Canvas page; Providing information for the website as policies and procedures change; Continue to enhance and modify tracking databases for efficiency; Assess and analyze program quality on a regular basis and recommend program improvements to Graduate Advisor and Academic Advising Coordinator; Create a more streamlined process for fellowships/scholarships and annual reviews using DocuSign; Maintain management information systems ensuring accuracy and completeness of data and statistics required for any requested reports and daily management of academic programs; Ensure a common set of data and statistics are available for use by the graduate advisers; Updates FaSET with individual instructor assignments, and coordinates with faculty for grade reporting.
Participates in professional development
Required QualificationsBachelor's degree and five years of experience relating to graduate student program coordination.
Experience in developing and maintaining strong relationships with external and internal stakeholders by providing exceptional customer service, technical support, and problem-solving with professionalism, positivity, tact, and decorum.
Excellent organizational skills.
Ability to self-start, learn quickly, prioritize tasks, meet deadlines, and follow through on tasks.
Demonstrated ability to solve problems as they arise.
Ability to interact positively and communicate clearly with supervisor, co-workers, and all constituents including faculty, staff, and students.
A commitment to creating an environment in which all students can succeed.
Relevant education and experience may be substituted as appropriate.
Preferred QualificationsMaster's degree or higher in education administration or a related field.
Experience managing an academic program in higher education.
Experience advising students.
Knowledge of policies and procedures related to graduate academic programs at the University of Texas at Austin.
Experience using FileMaker Pro, UT's NRRECS and NRTTVR systems, FRMS, EASI, GSIS, Advisor's Toolkit, IDA 2.0, FaSet, Class Manager, Course File Update, TracDat, and Canvas.
Demonstrated experience using technological tools to create and improve systems.
Prior Graduate Coordinator and UT Austin experience preferred
Salary Range$58,000 + depending on qualifications.
Working ConditionsMay work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Standard work hours are Monday – Friday, 8:00 a.m. – 5:00 p.m.
Flexible schedule and/or hybrid remote work may be considered.
Periodic travel and work outside of normal business hours, to include evenings and weekends, may be required on a periodic basis or for special events.
Required MaterialsResume/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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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.----
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.----
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]----
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.