Graduate Program Administrator

Job Posting Title:
Graduate Program Administrator
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Hiring Department:
Department of Psychology
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt from FLSA
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
The Department of Psychology at The University of Texas at Austin is home to nationally recognized graduate programs that prepare students for careers in research, teaching, clinical practice, and other professional pathways. This position supports the administration of the department's graduate programs and serves as a key resource for students, faculty, and university partners. The successful candidate will coordinate academic and administrative processes related to admissions, student records, degree milestones, advising support, funding, communications, and program operations while helping advance a positive and effective graduate student experience.
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.
For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.
For more information on college staff professional development, please visit: https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.
Purpose
Provide comprehensive administration and coordination for the Department of Psychology’s graduate programs throughout the student lifecycle, from recruitment and admission through degree completion. The Graduate Program Administrator serves as the primary administrative resource for graduate students and faculty, ensuring that academic records, milestones, communications, appointments, funding information, Graduate Studies Committee activities, events, and accreditation documentation are managed accurately, consistently, and in compliance with departmental, College, Office of Graduate and Postdoctoral Studies, and University requirements.
Responsibilities
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 department’s 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.
Required Qualifications
Bachelor's degree and five years of experience related to graduate student program coordination.
Experience with academic advising and monitoring student degree progress.
Outstanding customer service skills and a proven ability to work successfully with various populations.
Demonstrated ability to collaborate effectively, work independently, and remain flexible and responsive under high stress.
Strong organizational skills, with the ability to manage large volumes of data and multiple concurrent caseloads with a high level of accuracy and attention to detail.
Ability to prioritize effectively and meet both short- and long-term deadlines.
Experience managing budgets, purchasing, or financial tracking for student organizations or departmental programs.
Established history of excellent attendance and punctuality.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Master's degree in counseling, educational administration, or a related field. Special consideration will be given to candidates with UT or UT System experience, as well as knowledge of psychology curriculum.
Experience developing and implementing new initiatives for graduate student recruitment and placement.
Experience with assessment, measurement, and reporting systems.
Extensive knowledge of Microsoft Office.
Proven ability to provide p