Job Posting Title: Graduate Administrative Program Coordinator
Hiring Department: James A Michener Center for Writers
Position Open To: All Applicants
Weekly Scheduled Hours: 40
FLSA Status: Exempt
Earliest Start Date: Oct 07, 2024
Position Duration: Expected to Continue
Location: UT MAIN CAMPUS
Job Details: General Notes The James A. Michener Center for Writers is one of the top five graduate creative writing programs in the world. Under the aegis of the Office of Graduate Studies, the Michener Center has received over 1000 applications a year and accepts fewer than 1% of applicants. The program spans three years and offers 12 fellows each year unparalleled funding. The program is affiliated with faculty in the Department of English, Theatre and Dance, and RTF, and each year the Michener Center brings world-class visiting faculty to UT Austin. The extraordinary faculty and alumni have received honors from the Pulitzer Prizes, the National Book Foundation, Oprah's Book Club, and many others. Located in the historic J. Frank Dobie House, the Michener Center for Writers is a jewel in the crown of UT Austin, and its faculty and fellows are crafting literary art that reaches national and international audiences. Must be eligible to work in the US on a full-time basis for any employer without sponsorship.
You will be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you are the type of person that wants to know your work has meaning and impact, you will appreciate working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:
- Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)
- Vision, Dental, Life, and Disability insurance options
- Paid vacation, sick leave, and holidays
- Teachers Retirement System of Texas (a defined benefit retirement plan)
- 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
- Training and conference opportunities
- Tuition assistance
- Athletic ticket discounts
- Access to UT Austin's libraries and museums
- Free rides on all UT Shuttle and Capital metro buses with staff ID card
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Purpose To administer and coordinate the Michener Center for Writers graduate degree program and provide office support. Responsible for coordinating all phases of graduate program activities.
Responsibilities Program Administration:
- Provide student application, registration, and enrollment support and maintain student records and databases. Initiate/maintain student records, process and track all fellowship distributions and tuition payments. Maintain records on student's fellowships and their statuses. Prepare/maintain statistical reports. Update student handbook annually. Provide in-person support for all WRT courses, faculty, and graduate advisor. Keep up to date with University requirements and procedures, maintain required authorizations, and attend process training sessions as needed.
Admissions and Recruitment:
- Answer applicant inquires by phone or email. Process/organize applicant materials: Coordinate admissions screeners' training and access to application files and facilitate screener payments.
- Create admissions databases and spreadsheets for sharing applicant information among faculty committees. Plan/attend Admissions Committee meetings; counsel faculty on applicant information, prepare/submit fellowship applications to Graduate School; maintain correspondence with applicants and referees; maintain applicant database. Assist with organization and maintenance of admission virtual interviews, crafting of offer letters, and data collection and entry for assessment of recruitment practices.
- Plan all aspects of student recruiting visits, including group meals, faculty/student introductions, process related RTAs and travel reimbursements.
- Manage communications with incoming students to ensure they have up-to-date information on getting started and managing their first semester at UT, including directing international admits to resources to facilitate insurance and stipend payments are available in a timely manner.
- Plan and present at MCW new student orientation.
Advising and Degree Progress:
- Maintain Graduate Coordinator desktop and degree audit system in EASI. Advise students and oversee issues regarding enrollment and University requirements for progress toward degree. Monitor and ensure that every student, completes degree milestones on-time, and is aware of their graduation requirements.
- Compile list of potential classes for MCW fellows each semester from affiliate departments and around the university, provide course registration and notification to students of enrollment bars.
- Answer queries from students regarding issues such as add/drops, late registration, grade changes; liaise with University offices to obtain approvals for petitions as required.
- Coordinate class registration with English, Theater and Dance, and the RTF Departments as needed.
- Coordinate thesis defense meetings. Provide guidance to graduating students on thesis submission per Graduate School policies/rules.
MCW course oversight, meetings and events:
- Responsible for departmental course scheduling via Class Manager.
- Provide onsite coordination/support for classes and student/faculty meetings scheduled at J. Frank Dobie House. Ensure that audiovisual aids and related equipment needs are met for WRT courses.
- Responsible for course instructor surveys. Assume primary responsibility for ensuring that grades are entered prior to deadline each semester. Process grade changes, contacting students and faculty as needed.
- Plan and coordinate Graduate Studies Committee meetings and questionnaires, take meeting minutes.
- Attend and assist with MCW graduation functions each year. Attend Graduate Coordinator Network Meetings. Attend and assist with other program events as required.
Communications and Daily Operations:
- Provide information to the Director, Operations Manager, MCW staff and relevant individuals and committees on University policies, individual students, and other departmental matters as needed.
- Maintain effective communications with and act as a liaison between students and Office of Graduate Studies, (GIAC), English, Theater and Dance, and the RTF Departments.
- Support marketing of graduate program. Promote the program via email lists, Facebook, Twitter, Instagram, and other means. Review and update program web pages, brochures, and other marketing materials. Participate in online and onsite information sessions.
- Serve as primary full-time front desk representative (along with the part-time administrative assistant) for the Dobie House. Act as initial point of contact for visitors and students, including welcoming guests, answering telephones, delivering mail, and responding to routine questions. Coordinate use of conference/office rooms and assist with maintaining office supplies, setting up student mailboxes, and distributing mail. Review MCW email account and respond or route to appropriate staff as needed. Check in/out MCW library books. Report facilities and maintenance issues as needed.
- Collaborate effectively with MCW staff to ensure business operations are met and MCW student and faculty experience is supported.
Other special duties as assigned.
Required Qualifications Bachelor's degree. Three years of experience working with college students in an administrative or advising capacity. Experience with UT processing systems: Workday; DEFINE; FRMS. Relevant education and experience may be substituted as appropriate. Ability to establish interpersonal relationships and communicate effectively. Ability to plan for and meet program deadlines. Self-starter who is a quick learner, detail oriented and has ability to follow directions, proof work and follow through with tasks. Ability to organize, prioritize, multi-task and meet deadlines. Good working knowledge of computer skills in spreadsheets, Word documents and email. Excellent written and verbal communication skills. Excellent interpersonal skills and ability to positively interact and clearly communicate with supervisor, co-workers and all constituents including outside vendors, faculty, staff, and students. Ability to work independently with little supervision and as a team player. Strong attendance record. Ability to take supervision. Skilled at anticipating changing priorities, working in changing environments, providing strong customer service skills, and responding well to feedback.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications Bachelor's degree and five years of experience in dealing with student issues and needs. Graduate coordinator experience. Experience with Class Manager, Canvas, EASI, Course Scheduler, FASET, My CIS . click apply for full job details