Job Posting Title:

Graduate Program Coordinator II

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Hiring Department:

Cockrell School of Engineering

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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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

As a top-10 engineering school with the No. 1 program in Texas, 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. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

Purpose

Graduate Program Coordinator for Academic and Workforce Coordinator for the Semiconductor Science and Engineering program. 

Responsibilities

Assess and analyze program quality on regular basis and recommend program improvements to program director. Coordinate student events. Manage file retention schedule and maintain student mailboxes. May assist with special projects. Participate in professional development activities.

Assist current students with all phases of academic progress including, but not limited to registration, advising, fellowships, and graduate procedures. Function as primary liaison between students and the Graduate School. Ensure compliance with institutional rules, regulations, and procedures. Provide in-depth information, clarification, and interpretation of institutional and graduate program rules and regulations.

Collect relevant content for website and maintain student-related website pages. Collect content and produce annual newsletter in Adobe InDesign. Create and submit reports as needed by funding sources, and various statistical reports as requested by the department chair. Coordinate student office space.

Maintain student records including, but not limited to grades, qualifications, and milestones. Submit individual instruction grades. Maintain FASET. Assist with regular graduate student seminars by creating posters and fliers, distributing announcements, and setting up refreshments. Coordinate seminar visitor schedules and travel as needed.

Responsible for coordinating all phases of the Semiconductor Science and Engineering graduate and undergraduate programs. Coordinate/plan/schedule competitive recruitment program including site visits, web promotion, and newsletter creation. Coordinate program admissions including prospective student inquiries, application assistance, application updates, faculty review and decision processing. Generate offer letters. Manage fellowship nominations. Maintain admissions records.

With program director and TIE Workforce Director, develop and manage a process to onboard and keep faculty informed about SSE best practices for student success.

With program director and TIE Workforce Director, develop and implement a comprehensive mentoring program, in coordination with other relevant UT units and organizations.

Work with program director and TIE Workforce Director to manage SSE scholarships, including recruiting, selection, administration, and reporting.

With program director and TIE Workforce Director, manage curriculum and competency mapping activities for SSE credentials.

With program director and TIE Workforce Director, support the integration of workforce skills credentials and learning opportunities into SSE credentials.

Required Qualifications

Bachelor’s degree in relevant field

At least 5 years experience

Proficiency with Microsoft Office programs. 

Excellent verbal and written communication skills.

Outstanding interpersonal communication skills, organizational skills, attentiveness to detail, and time-management skills.

Demonstrated ability and willingness to work as a team member and independently.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Knowledge and experience working in an academic coordination role, and familiarity with engineering programs.

More than three years of administrative work experience.

Experience planning events.

Salary Range

$55,000 + depending on qualifications

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

Lifting and moving.

Work is performed in an open office environment.

Regularly reach for, push and pull conference room wall partitions.

Occasional evening and weekend work may be required for events or during peak periods.

Work Shift

Standard work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m. 

Periodic work outside of normal business hours, to include evenings and weekends, may be required on a periodic basis or for special events. 

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 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.

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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.