Graduate Program Administrator

About this role

Job Posting Title: Graduate Program Administrator ---- Hiring Department: Department of Computer Science ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes This position will support the university’s Department of Computer Science (UTCS), which boasts a top ten ranking from US News and more than 6,500 students across all programs. This places UT among the most significant intellectual hubs for computer science research and education anywhere in the world. UTCS has a close relationship with Austin’s thriving tech culture and works at the forefront of fields such as artificial intelligence, robotics, quantum computing, and cybersecurity.

Purpose The Graduate Program Administrator provides advising, admissions, and administrative support to master's and fifth-year BS+MS Integrated Program students in the Department of Computer Science, in keeping with the department's academic mission. Working alongside the PhD Graduate Program Administrator, this role helps students make timely progress toward degree completion as part of the Graduate Office team.

Responsibilities • Serves as the primary point of contact for master's and fifth-year BS+MS Integrated Program students. Advises students on registration, degree requirements and graduation checks, background course tracking, petitions, and CPT, and keeps faculty informed of students' academic progress. Provides in-depth guidance on institutional and graduate program rules and regulations and ensures compliance with university policies and procedures.  • Supports faculty committees with master's and BS+MS Integrated admissions. Serves as a point of contact for prospective student inquiries, prepares and mails acceptance and denial letters, distributes program literature, and manages onboarding and new student questions for incoming master's students.  • Manages course seat and waitlist processes, tracks student funding and employment, and coordinates with the Assistant Director for Programming and Planning on semester-based TA/AI assignments to ensure proper placement and eligibility. Maintains a tracking system to assess and evaluate program effectiveness, retention, GPAs, and academic outcomes, and uses the data to improve graduate advising and program activities. Supports institutional assessments through TracDat.  • Oversees graduate student organizations, including budget tracking, purchasing, and prerequisite management, and organizes annual training for incoming officers. Prepares and distributes the bi-weekly Graduate Newsletter and serves as a point of contact for the LEAP Alliance program.  • Facilitates master's student orientation and supports additional graduate events as needed, including evenings and weekends when required.  • Supports other graduate and undergraduate program staff as needed to ensure continuity of services. • Other related duties as assigned. 

Required Qualifications • Bachelor's degree and five years of experience related to graduate or undergraduate student programs. • Experience with academic advising and monitoring student degree progress. • Outstanding customer service skills and a proven ability to work successfully with diverse 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.

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 computer science curriculum. • Experience developing and implementing new initiatives for graduate student recruitment and placement. • Experience with assessment, measurement, and reporting systems, including EASI, TracDat, and DEFINE applications. • Extensive knowledge of Microsoft Office. • Proven ability to provide practical solutions to complex issues and to exercise sound discretion and independent judgment in interpreting and implementing program, school, and university policies.

Salary Range $65,000 + depending on qualifications

Working Conditions • Standard office environment.

• Repetitive use of a keyboard at a workstation.

• Occasional evening or weekend work may be required.

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, n

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