Student Program Coordinator

Job Posting Title:

Student Program Coordinator

Hiring Department:

Lyndon B Johnson School of Public Affairs

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:

Purpose

To support the LBJ School's Office of Student Affairs and Admissions with student success initiatives, student affairs issues, and admissions needs.

Responsibilities

Student Affairs:

• Support the success of LBJ students and graduate advisors by providing support to help them navigate the various policies and procedures having to do with registration, graduation and all other required processes.

• Assist in the development and coordination of the life cycle of all student affairs functions for the LBJ School of Public Affairs.

• Coordinate and facilitate administrative matriculation activities of graduate program, including new student orientation, registration, and handbooks.

• Assist in development, planning and executing OSAA events and other student activities/programming.

• Perform other administrative tasks related to student affairs.

Academic Advising:

• Serve as an OSAA Staff Advisor for a percentage of LBJ Masters students assisting with degree planning, registration, and answer questions on academic policy and degree requirements.

• Track student progress to degree and inform relevant staff/faculty.

• Interface with and support students, faculty, graduate advisors, and other university offices regarding student issues and communicate the university and department rules and regulations.

• Serve as a subject matter expert on all master's degree plans, academic policies, and handbook issues, and help students navigate the various requirements.

• Assist course scheduling committee and academic policies committee with all items related to academic pathway planning, such as information gathering, data analysis, data entry or other administrative needs.

Systems Admin and Database Management:

• Create, develop, and maintain organization Canvas pages and email lists.

• Process applications, maintain records, and generate reports using EASI and Slate.

• Create and maintain electronic records, student degree audits, files, statistics, and databases/spreadsheets on prospective and current students.

• Compile current graduate student data reports, surveys, and statistics, and perform other administrative functions.

• Update and maintain the LBJ School website content related to admissions and student affairs.

• Recommend design and implement procedures that result in program improvements.

• Serve as a contact for the Office of Graduate Studies (OGS).

• May be responsible for, or assist with, various projects for committees both internal and external to LBJ.

Admissions & Recruitment:

• Coordinate admissions and recruitment needs for OSAA.

• Facilitate the applicant file review process and provide administrative support to the admissions committee in terms of reporting and dissemination of data, materials and tools.

• Process admissions decisions in campus systems.

• Serve as a contact for the Office of Graduate Admissions.

• Communicate with prospective students to discuss the various requirements, degree programs, deadlines, funding, and opportunities via email, phone communications and information session as well as other events.

• May review applications for admission and interview prospective students.

• Travel to fairs and other learning institutions to participate in recruiting events that market our programs and opportunities.

Follow university and LBJ School's protocols for document retention and destruction. Other related functions as assigned.

Required Qualifications

Bachelor's Degree and 3 years of experience coordinating or providing administrative support for a program or office. Experience tracking data in Excel. Ability to prioritize responsibilities in a fast-paced environment. Professional demeanor and ability to work well with a wide variety of people. Ability to work with minimal supervision and exercise independent judgment. Excellent organizational skills and oral and written communication skills. Ability to work with confidential information with tact and discretion. Attention to detail and strong problem-solving skills. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Past experience managing student coordination processes at UT Austin. Past experience as a student program coordinator or graduate coordinator at UT Austin. Knowledge of UT Austin systems and various UT Austin policies. Prior experience using Slate.

Salary Range

$47,000 + depending on qualifications

Working Conditions

• Standard Office Conditions

• Overtime, weekend, and holiday hours may be required during peak periods.

• Occasional travel may be required

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.