Graduate Program Administrator

Job Posting Title:Graduate Program Administrator

Hiring Department:Teresa Lozano Long Institute of Latin American Studies

Position Open To:All Applicants

Weekly Scheduled Hours:40

FLSA Status:Exempt

Earliest Start Date:Apr 25, 2024

Position Duration:Expected to Continue

Location:UT MAIN CAMPUS

Job Details:

General Notes

The University of Texas at Austin

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The College of Liberal Arts

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Institute - LLILAS (a Title VI National Resource Center)

The Teresa Lozano Long Institute of Latin American Studies (LLILAS) is recognized as one of the leading Centers for the Interdisciplinary Study of Latin America, with 165 affiliated faculty across colleges, schools, and departments at UT Austin. LLILAS offers programs that lead to BA, MA, and PhD degrees and a range of dual MA degree programs. The Nettie Lee Benson Latin American Collection is a global destination for research and study, with over a million volumes as well as a wealth of original manuscripts and various media related to Mexico, Central and South America, and the Caribbean and Latina/Latino presence in the United States. LLILAS is a Title VI National Resource Center, which, in partnership with the Benson Collection as LLILAS Benson, advances research, teaching, and outreach initiatives to promote greater understanding and appreciation of the continent and its global diasporas.

For more information about the Teresa Lozano Long Institute of Latin American Studies (LLILAS), please visit:

This position is eligible for a hybrid Flexible Work Arrangement (FWA) (3 days on-campus and 2 days remote work).

FWA arrangements are subject to manager approval and may shift due to changes in business needs. The remote location must have a reliable internet connection to support working remotely. UT policies on Flexible Work Arrangements are available at

Purpose

This role will administer and coordinate a graduate program for the UT Lozano Long Institute of Latin American Studies, as well as all graduate student awards and fellowships that the Institute manages for non-LLILAS students, demonstrating the highest standards of excellence.

Responsibilities

Guidance to Current Students –

Works closely with the Associate Director of Graduate Studies, as well as independently, to ensure students receive comprehensive, expert guidance towards successful degree completion

Processes student advising/registration/program actions: waitlist monitoring, bars, degree/candidate forms, qualifying exam/defense processes, and all other business functions of student degree support

Supports development of effective student feedback and evaluation tools Coordinates Student Language Proficiency Tests

Ensures IRB applications are submitted and records are maintained

Supports the Course Scheduling Manager as needed for graduate program-related items such as course inventory, catalog information

Works with FASET, EASI, GSIS, UT Direct CoLA Awards, UT FRMS Student Awards and other systems for student, course, award and program actions

Co-designs and executes meaningful events with the Communications Coordinator, such as the annual awards ceremony, graduation ceremony, and social and wellness activities

Administers the non-LLILAS graduate student awards and fellowship competitions.

Professional Resource for the Institute’s Graduate Program –

Acts as Resident Expert for graduate policies and processes at the Institute, College, Graduate School level

Possesses Expert Knowledge on all aspects of the Institute’s MA, Dual Degree MA, and PhD programs

Represents and endorses the Program with integrity, expertise, and enthusiasm

Provides reliable information and customer service to all stakeholders including students, faculty, alumni, applicants, the University community, and the public

Maintains a comprehensive database of program and student records; produces accurate program reports, summaries, analysis

Responsible for program compliance reporting requirements, manages Tracdat report

Admissions and Onboarding Functions:

Handles queries from prospective students and the public regarding the admissions process, program eligibility, program requirements, and financial support

Coordinates recruitment functions such as campus visits, info sessions, open houses

Coordinates all work related to the admissions committee

Maintains accurate records of: applicants, committee decisions, funding awards (GRA/TA employment, Scholarships, Fellowships, Travel Awards); produces accurate offer letters corresponding with any funding/requirements and with all relevant information for full consideration by student; ensures Program's recruitment efforts are competitive and successful; finalizes all aspects of admissions process related to applicant decisions/responses and internal budgeting/funding records

Arrange incoming class onboarding needs either directly or through appropriate Institute staff, including new student orientation, room assignments, directories, listserv addition

Graduate Student Funding and Employment:

Serves as an expert on graduate student employment policies and processes, disseminates related information

Connects international students to appropriate UT resources and experts as needed, including Texas Global

Processes Teaching Assistant and Graduate Research Assistant appointments

Coordinates awards cycle, announces funding opportunities, prepares materials and maintains records of the decision-making committee

Processes payments for tuition, scholarships, fellowships, and professional development travel awards

Supports the Foreign Language and Area Studies (FLAS) Coordinator, related to awarded graduate students; incorporates award records into Graduate Program student database

Maintains a thorough and accurate database of Graduate Student Funding and ensures students receive all payments (awards, employment, scholarship/fellowship, tuition, etc.) in a timely manner. Troubleshoots related issues for resolution.

Ambassador for the Program’s Graduate Students:

Serves as Liaison to student association, ILASSA

Designs and executes meaningful events such as annual awards ceremony, graduation ceremony, social and wellness activities

Provides students with resources for career development and internships

Tracks graduate professional placement and maintains post-graduation communications to build a strong, engaged, and connected alum network

Other related duties as assigned.

Required Qualifications

Bachelor's degree and at least five years of experience coordinating or administering a program. Leadership experience in the field of graduate student education. Demonstrated initiative and follow-through; tact; diplomacy, and judgment in dealing with students, faculty, staff, and administrators; punctuality and professional demeanor. Excellent oral and written communication skills.

Relevant education and experience may be substituted as appropriate

Preferred Qualifications

More than the required amount of education and/or experience. Recent experience working with faculty and students in an academic capacity. Proficiency with university applications and systems used to complete daily tasks. Knowledge of The University of Texas at Austin and Graduate School processes. Fluency in written and conversational Spanish and/or Portuguese language(s).

Salary Range

$62,220 - $64,000

Working Conditions

Typical Office Environment

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, and 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 into 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.

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