Job Posting Title:

Graduate Program Coordinator II -Steve Hicks School of Social Work

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Hiring Department:

School of Social Work

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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:

Jan 01, 2025

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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

About UT Austin

The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 18 colleges and schools. The university is an enduring symbol of the spirit of Texas, driving economic and social progress while serving the city, state, nation and world as a leading center of knowledge and creativity. Our work is inspired by the bold spirit of Texas and our commitment to its people.

The Steve Hicks School of Social Work is ranked among the top 10 programs of social work education in the country and values high-level scholarship, innovative teaching and commitment to service. Our mission is to promote social and economic justice, alleviate critical social problems and enhance human well-being.

Learn more about UT Austin’s mission and values, leadership and strategic plan.

Purpose:

The Graduate Coordinator is responsible for the day-to-day operations of the Doctoral Program in Social Work and implementation of its administrative policies and procedures. This important person is the first point of contact for all inquiries about the program from applicants, students, faculty, and staff. They are the liaison between the Office of the Associate Dean for Doctoral Education (OADDE) and the Graduate School, and an advocate for the program and its students when communicating with the numerous student-serving units and offices across the university. The Graduate Coordinator reports to the Associate Dean for Doctoral Education(ADDE) and together they collaborate with the Doctoral Program Committee and a multifaceted Academic Affairs team to support doctoral student success.

Responsibilities

Ensures program compliance with institutional and program policies and procedures.  Communicates institutional and program policies and procedures to program faculty and students. Provides in-depth information and clarification of institutional and program rules and regulations.  Advises students, faculty, and the ADDE on degree requirements, registration, grade reporting, and academic policies, procedures, and deadlines. Tracks students’ completion of program milestones and completion/submission of relevant documentation/forms. Maintains the program handbook. Drafts petitions to Graduate School regarding student issues such as working as an assistant instructor for upper-division undergraduate classes, leave of absence, withdrawal, and other issues as needed.Coordinates Admissions Process: Primary point of contact for all doctoral program admissions inquiries throughout the year. Informs prospective applicants of eligibility requirements, application requirements, and program requirements. Advises applicants on the application submission process. Coordinates and tracks the application review process. Collaborates with School and University admissions offices to track applications and pull applicant information as needed. Hosts program informational meetings and attends national and regional conferences to promote the program and recruit applicants.Tracks and communicates funding information to students, administrators, and faculty. Prepares and submits Graduate School Fellowship nominations, Outstanding Student Award nominations, and professional development funding requests. Maintains record of spending of doctoral program funding sources and current/projected amounts of funding for each student. Collaborates with students, Academic Affairs, DiNitto Career Center, Business Office and Office of the Associate Dean for Research to coordinate and track graduate student employment assignments and fellowship applications.Maintains program files, website, and databases.  Works with Director of Communications and IT Specialist to keep all sections of the program website up to date. Pulls and organizes data from university databases and student records. Enters data into doctoral program databases; ensures they are complete and regularly updated. Creates and maintains numerous spreadsheets to organize and track program information. Maintains OADDE system of electronic files and student records.Coordinates meetings and special events. Schedules, attends, and keeps minutes for Doctoral Program Committee meetings. Coordinates, attends, and facilitates all events sponsored by the OADDE (e.g., Job Market Workshop Series, New Student Orientation, annual social gatherings), assists with commencement planning.Networks with strategic campus administrators across campus and beyond. Attends Graduate Coordinator Network (GCN) meetings and events to keep current in all things concerning the Graduate School.  Primary point of contact for the Graduate School, International Student and Scholar Services, and other relevant units/offices. Conveys relevant information from these units/offices to the Associate Dean for Doctoral Education and Associate Dean for Academic Affairs.  Attends all Academic Affairs, and Faculty/Staff meetings. Attends other meetings (both in-house and across campus) as needed.Other Administrative Duties

Required Qualifications

Bachelor's Degree. Three years’ experience working with students in an administrative or advising capacity.Exceptional customer service and written communication skills.Ability to communicate effectively with different constituencies through a variety of media.Demonstrated experience with creative problem solving and independent decision-making.Ability to work efficiently and effectively under pressure with accuracy and attention to detail.Demonstrated ability to collaborate in a team-oriented environment.Proficiency with software including MS Word, Excel, and Outlook.Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in a related field and five years of experience in assessment and administration of academic programs, or; Master's degree in a related field and two years of experience in assessment and administration of academic programs (equivalent combination of relevant education and experience may be substituted as appropriate)Graduate student support experience.Knowledge of UT Austin electronic information and support systems (e.g., EASI, Advisors Toolkit, Online Award System, Canvas).Knowledge of UT Austin academic policies and procedures relevant to graduate study.

Salary Range

$50,000 + depending on qualifications

Working Conditions

May work around standard office conditions. Repetitive use of a keyboard at a workstation. Use of manual dexterity.
Majority of time is spent in contact with ADDE, students, faculty, departmental staff and program applicants during usual office hours.Occasional travel and evening or weekend hours due to departmental or university events.

Required Materials

Resume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interest detailing experience and qualifications.

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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.