Graduate Program Administrator - Department Of Statistics And Data Sciences

Job Posting Title:

Graduate Program Administrator - Department of Statistics and Data Sciences

Hiring Department:

Department of Statistics and Data Sciences

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Jul 01, 2024

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

Purpose

The Graduate Program Administrator facilitates the administration of the department's graduate programs including coordination of recruitment activities, admissions processes, program implementation, external communications, data collection, and outcome assessment and accountability for meeting program objectives.

Responsibilities

• Academic Support. Assist Graduate Advisors with PhD and MS graduate student advising and registration. Provide accurate interpretation of institutional and graduate program rules and regulations. Track student academic progress and summer employment. Communicate with students and Graduate Advisors to ensure compliance with program and institutional rules, regulations, and procedures. Maintain electronic records and databases. Manage PhD annual review and feedback process.

• Student Support. Manage caseload of 40+ PhD students and students in the MS program. Build rapport and maintain advising relationships. Be familiar with and communicate institution, college, and department-level policies and procedures in an empathic and respectful manner. Facilitate problem solving, decision-making, meaning-making, planning, and goal setting. Use campus and community resources to support student success.

• Academic and Fellowship Assignments. Coordinate TA recruitment and assignments. Process TA/AI fellowships, tuition payments, and CPT/OPT documentation. Administer end-of-semester TA surveys. Coordinate departmental nominations for Graduate School fellowships and Graduate School/Department travel awards.

• Academic Events. Manage or assist with events relating to the graduate programs (PhD Visit Day, orientation, annual poster session, candidacy talk, dissertation defense, commencement).

• Prospective and Admissions. First point of contact for prospective graduate students, providing information about programs and admission procedures. Coordinate graduate admissions in collaboration with the GSC Advisors.

• Administrative Duties. Assist Senior Academic Program Coordinator and Department leadership. Attend meetings, professional development, and committee functions as assigned.

• Backup Course Scheduling and Enrollment Management. Maintain the department course schedule and course inventory. Schedule rooms for classes, events, and exams. Coordinate program/departmental seat reservations in SDS courses. Manage and input information for the following: FASET, CES, HB2504, and textbooks. Ensure that all related deadlines are met. Provide general and academic office support for course instructor surveys and grade reporting.

• Other related functions as assigned.

Required Qualifications

Bachelor's Degree. Five years' experience working with graduate 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. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with UT-Austin policies and processes pertaining to graduate students. Experience with UT-Austin information systems (e.g., FASET, CES, EASI: View Student Record, Graduate Worksheet, GCD Grad School Progress, RGEN, Advisor's Toolkit, Cognos, UT Box, Mainframe, Qualtrics, Zoom).

Salary Range

$65,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

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.

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.

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.

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.

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.

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.