Undergraduate Program Coordinator, School Of Architecture

Job Posting Title:

Undergraduate Program Coordinator, School of Architecture

Hiring Department:

School of Architecture

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:

General Notes

The University of Texas at Austin School of Architecture is committed to creating a workplace in which all faculty, staff, and students are valued for their contributions to accomplishing the school's mission. We work daily to create a welcoming environment for all people.

The University of Texas at Austin provides an outstanding benefits package to staff, including, but not limited to:

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)

• Voluntary vision, dental, life, and disability insurance options

• Generous paid vacation, sick leave, and holidays

• Teachers Retirement System of Texas (a defined benefit retirement plan, with employer matching funds)

• Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities

• Tuition assistance

• Expansive employee discount program, including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin Capital Metro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Purpose

The Undergraduate Program Coordinator position is primarily responsible for the academic support of the School of Architecture's undergraduate constituencies. This position reports directly to the Assistant Dean for Student Affairs and works collaboratively within the Student Affairs team, with Student Affairs student employees, and with other staff, particularly on the Academic Affairs team. This position serves as the secondary point of advising for undergraduate students, and as the primary point for facilitation of degree requirements for graduation. This position specifically works in conjunction with the SOA Undergraduate Advisor and Admissions Coordinator, and with varied university representatives, to serve the needs of The School of Architecture and its constituencies.

Responsibilities

Undergraduate Program Coordinator

• Serve as primary point of contact for SOA undergraduate students.

• Effectively communicate, document, and maintain digital records for degree requirements, degree progress, academic standards, course selection, administrative processes, study abroad and exchanges, campus resources, and both SOA and UT policies.

• Manage undergraduate registration and other university processes.

• Serve as the undergraduate grade representative.

• Develop, administer, and explore new models of effective delivery of services for undergraduate students.

• Serve as the primary contact for, and manage processes of, Undergraduate Portfolio Review each semester, including faculty and student communications.

• Work in collaboration with Academic Affairs in support of studio placement (lottery) and to implement undergraduate studio placement (lottery) results.

• Execute tasks and assignments which require specialized knowledge and skills of undergraduate programs.

• Provide practical solutions in the resolution of complex issues.

Undergraduate Advising, Graduation Certification, In-Absentia Graduation Coordinator

• Advise undergraduate students, individually or in groups, on financial, personal, and academic matters including course selection, degree requirements, degree and graduation planning, student and campus resources, and college and university policies.

• Develop, administer, and explore new models of effective communications about financial aid, study abroad, professional residency, and other programmatic information relevant to students.

• Serve as the primary graduation coordinator, certifying undergraduate degrees and graduating in-absentia.

• Collaborate and coordinate with the Student Affairs team, including student team members, to provide academic and program support.

• Collaborate and coordinate with Academic Affairs staff in support of improved student registration and advising functionality.

• Communicate academic standards to students, families, faculty, and administration.

• Assist with the administration of university regulations, including adds/drops/withdrawals, appeals, grade changes, and substitutions.

• Assist students with crisis management, making appropriate referrals and recommendations.

• Track students with academic difficulty and monitor students on scholastic probation.

• Maintain accurate and confidential digital student records in accordance with FERPA regulations and university policies. Utilize online tools to record and monitor student progress. Document student contact on Toolkit notes.

• Manage and direct Student Affairs student employees in support of advising and admissions needs.

Program-Related Activities

• Represent undergraduate interests on the Undergraduate Curriculum Committee and other SOA committees as needed.

• Represent SOA in related university collaborations and communications.

• Serve as the undergraduate grade representative and FaSET undergraduate individual instruction contact.

• Participate in professional development activities (Academic Counselors Association, NACADA, etc.).

• Participate in university-wide and school-wide events such as Orientation, Student Affairs Fair, Gone to Texas, Explore UT, Honors Day, and Commencement.

• Serve as back-up for the Undergraduate Admissions Coordinator.

Marginal/Incidental Functions

• Create, maintain, and promote technologically advanced office protocols utilizing a high degree of innovation.

• Contribute to a positive and collegial work environment.

• Extra hours may be required at peak periods, which generally occur on a predictable basis.

• Other related functions as assigned.

Required Qualifications

• Bachelor's degree in a related field.

• Five years of cumulative experience working with college students in an academic setting. (Academic advising, counseling, new student services, student success, student assessment, and/or administration of student academic and support programs.)

• Demonstrated excellence in working effectively in a team environment.

• Demonstrated excellence in verbal and written communication skills.

• Demonstrated excellence in interpersonal and customer service skills.

• Demonstrated experience multi-tasking and working under, and towards, deadlines.

• Comfort with public speaking, including phone/video calls, delivering presentations and communicating with individuals or groups of individuals.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Master's degree in a related field.

• More than required experience in academic advising, counseling, new student services, student success, student assessment, and/or administration of student academic and support programs.

• Experience with UT student services procedures and/or experience in student personnel programs.

• Knowledge of UT resources and administrative applications.

• Familiarity with UT campus culture and student life.

• Proficiency with UT course management and student information systems, including Advisor's Toolkit, EASI, GSIS, NRRECS, Class Manager, CIM, CIS Request System, FaSET, and the Grade Reporting system.

• Demonstrated ability to handle concurrent projects with accuracy, diplomacy, and discretion.

• Ability to take initiative and work independently.

• Ability to problem solve and maintain composure when faced with challenges.

• Ability to work efficiently and effectively under pressure and with frequent interruptions.

• Ability to relate to the students' needs, support their success and have difficult discussions when the need arises.

Salary Range

$60,000

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation, use of manual dexterity.

• Lift and move standard office files and supplies.

• Appropriate office attire required.

• Work hours may include occasional evenings, weekends, and some holidays during peak periods to meet deadlines.

• This position is expected to work on site at the School of Architecture with limited opportunity for flexible work arrangements.

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.