Graduate Program Administrator

UNIVERSITY OF TEXAS AT AUSTIN • Austin, TX • 6h ago

Graduate Student Records, Milestones, and Progress to Degree: Maintain complete and confidential graduate student records and tracking systems, including academic progress, funding, employment, alumni information, and career outcomes. Administer annual reviews, qualifying examinations, candidacy, defenses, graduation, leaves, petitions, and other milestones in accordance with departmental, College, and Office of Graduate and Postdoctoral Studies requirements. Monitor progress to degree, identify unresolved requirements, and coordinate complex cases with appropriate leadership. In coordination with the Director of Clinical Training, maintain clinical milestone and accreditation records and provide information needed for practicum and related operational processes.Student Advising, Policy Guidance, and Communication: Serve as the primary administrative resource for graduate students and faculty, providing reliable guidance on program requirements, deadlines, forms, petitions, registration, holds, enrollment, conference courses, and University resources. Interpret and communicate routine graduate policies and elevate exceptions or sensitive matters to the Academic Affairs Manager, Director of Graduate Studies, Director of Clinical Training, or other appropriate authority. Maintain current graduate program communications, calendars, forms, guidance materials, and web content. Work with the Graduate Studies Committee (GSC), Director of Graduate Studies, Area Leads and Clinical Area leadership to coordinate GSC and graduate faculty meetings and provide administrative support for curriculum proposals, course and catalog updates, program requirements, and graduate course planning.Recruitment and Admissions: Administer graduate recruitment and admissions from application review through matriculation, including applicant records, faculty-review workflows, admissions meetings, decisions, correspondence, and funding commitments. Coordinate prospective-student visits, recruitment events, and new-student orientation and onboarding with faculty leadership and departmental staff. Provide applicant, fellowship, and budget information to the Department Chair, Director of Graduate Studies, and applicable committees, and prepare fellowship materials for submission to the College and Office of Graduate and Postdoctoral Studies.Academic Appointment and Funding Coordination: Coordinate and track UTA, TA, AI, and GRA requests, applications, eligibility, course or research assignment, workload, funding, and offer details. Coordinate and track UTA, TA, AI, and GRA requests, applications, assignments, eligibility, workload, funding, and offer information. Correspond with applicants and prepare, distribute, or coordinate required offer letters and agreements. Provide timely appointment, tuition, funding, and payment information to staff responsible for Workday, course scheduling, room assignments, and financial processing; monitor status and resolve information gaps. Administer graduate fellowships, scholarships, awards, and departmental funding competitions, and track individual funding commitments and support packages.Program Events and Student Community: Coordinate graduate orientation, recruitment weekends, awards activities, visiting events, and other graduate program functions in collaboration with other departmental partners. Support graduate student organizations, professional development initiatives, and community-building activities consistent with departmental policies and available resources. Coordinate event timelines, budgets, participant communications, records, and follow-up.Data, Reporting, and Accreditation Support: Develop and maintain graduate program tracking systems and reports used to assess student progress, program effectiveness, alumni and career outcomes, accreditation, program review, and institutional reporting. Generate reports for departmental, College, Office of Graduate and Postdoctoral Studies, accreditation, and University purposes while applying appropriate confidentiality and records-management practices.Other Duties: Serve as the departments designated graduate-program liaison to the College of Liberal Arts, Office of Graduate and Postdoctoral Studies, Texas Global, and other applicable University offices. Participate in relevant professional development, training, and meetings; meet required deadlines; and perform other related duties that support the graduate program.

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