Graduate Program Coordinator 2

Job Posting Title:

Graduate Program Coordinator II

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Hiring Department:

Department of Theatre and Dance

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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 from FLSA

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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

The College of Fine Arts is the college of creativity at The University of Texas at Austin—a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world. At the Department of Theatre and Dance, your work will contribute to operational excellence and enhance the experiences of our faculty, students and staff. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin.

Benefits package:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time 
• Paid holidays 
• Other services and perks.

This job description may not contain all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply.

** 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. ** Your application may not be considered if required documents are missing.

Purpose

The Graduate Program Coordinator II provides administrative support for the Department of Theatre and Dance graduate programs of study, including Dance, Directing, Drama and Theatre for Youth and Communities, Live Design and Production, Performance as Public Practice, and Playwriting. The role reports to the department’s Graduate Advisor, and involves close collaboration with executive leadership, faculty, university staff, and students.

Responsibilities

• Serves as liaison with the Office of Graduate and Postdoctoral Studies (OGPS), assisting the Graduate Advisor with deadline management, petitions, fellowships, nominations, Graduate Executive Committee meetings, and the navigation of university’s rules and processes. Works closely with the College of Fine Arts (COFA) and the Associate Dean, serving as the primary liaison between COFA and the department for graduate issues. Reports graduate outcomes, program yield, and graduate funding allocations, and submits Tuition Waiver requests, Tuition Benefit Reduction requests, and tracks scholarship allocations.
  
• Assists graduate students with university and department processes, procedures and paperwork. Assists with registration and preparation for graduation, and maintain electronic records, files, statistics, databases, and email listserve. Tracks award allocations and TA/AI/GRA assignments, and issues student appointment letters. Manages TA/AI/GRA employee “lifecycle” (on-boarding, termination, and off-boarding). Initiates hiring transactions for TA/AI/GRA employees, including Background Check Authorizations and I-9 transactions. Provides back-up support in generating short-term appointments in Workday for department hires. Works closely with the departmental HR representative on graduate appointment issues. Manages student and program data in EASI. 
  
• Works closely with the Office of Graduate Admissions to facilitate the application process for all graduate programs; assists with questions and concerns as well as advocates for program and applicant needs. Coordinates graduate admissions with Area Heads and helps ensure application completion. Communicates with prospective applicants, manage inquiries and tours, and answers questions. Plans and manages events such as prospective applicant visiting day and orientation. Prepares and sends letters to accepted and rejected applicants, assists accepted applicants through the admissions process, and handles all denials and acceptances in EASI.
  
• Advocates for needs of graduate student population and helps them navigate university processes, procedures, requirements and resources. Serves as liaison between the department and graduate students; informs faculty of graduate student issues, concerns and developments. Designs and implements procedures for improvement to program activities. Assists in the development and implementation of recruitment strategies. Interacts frequently with students, faculty, staff, and outside agencies.
  
• Other related functions as assigned.

Required Qualifications

• Bachelor's degree
• Three years of office and clerical work. Relevant education and experience may be substituted as appropriate.
• Proficiency in MS Office 365.
• Experience working with college students in an administrative or advising capacity.
• Required Competencies: Competencies: Accuracy and Attention to Detail, Initiative, Decision Making and Critical thinking. Effective Communication, Interpersonal Relationships, Service Excellence, Problem Solving.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Proven ability to manage student-related operations and support student success.
• Demonstrated capacity to manage complex processes, design and improve systems, and solve problems independently.
• Prior experience with UT Systems.

Salary Range

$57,500 (fixed salary)

Working Conditions

• Works in standard office conditions
• Prolonged screen time
• Use of manual dexterity and repetitive use of a keyboard at a workstation
• Occasional lifting and moving

Work Shift

• Five days in-office for at least first 45 days of employment. Three days minimum in office after new in position period ends.

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 and 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.