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Job Posting Title:

Graduate Program Administrator - Latin American Studies & Spanish and Portuguese

Hiring Department:

College of Liberal Arts

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

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

Coordinate and administer all aspects of the Teresa Lozano Long Institute of Latin American Studies and Department of Spanish and Portuguese graduate programs. Serve as the primary resource and liaison for graduate students, faculty, and university partners while ensuring compliance with university policies, maintaining confidential records, and supporting the effective operation and continuous improvement of the graduate programs. This role requires strong organizational, communication, and leadership skills, as well as a commitment to student success and professional development.

Responsibilities

• As a member of both the Institute of Latin American Studies Staff and Spanish and Portuguese Staff, assist Department Chair(s), Manager(s) and other staff with general work and miscellaneous tasks in support the graduate program(s), including student, faculty, and general administrative and curriculum support, as well as back-up for other administrative functions as needed. Other related functions as assigned.
• Serve as a professional resource for the graduate program(s): to advise graduate students, and to answer questions and provide reliable information about University policies and other departmental matters. Develop and administer programs and services for graduate students. Assist with all graduate processes, including registration and holds, conference course scheduling, qualifying exams, GSC and other graduate faculty meetings, and other related processes. Coordinate updates to graduate course descriptions and catalog information. Distributes books, desk assignments/keys to AIs and TAs.
• Serve as a liaison to COLA, Graduate School, Texas Global, and Human Resources. Participate in professional development activities and relevant trainings and meetings.
• Develop and maintain tracking system to assess and evaluate graduate student performance and program effectiveness. Maintain spreadsheets, databases, and graduate student files, including alumni information and career outcomes. Generate graduate program data and reports. Manage graduate student and TA/AI review processes. Maintain records for all aspects of graduate program with attention to detail and confidentiality. Keep Department Manager and Graduate Adviser apprised of program management and activity. Meet all program, COLA, and Graduate School deadlines.
• Student Employment: Coordinate TA and AI assignments and prepare appointments. Track TA and AI requests/applications and correspond with applicants. Prepare, distribute, and track TA and AI offer letters and TA agreements. Coordinate with Course Scheduler or other department staff, as needed, for TA and AI room assignments, and attend course scheduling meetings, as needed.
• Recruiting and Admissions: Manage administration of student recruiting, admissions, and new student orientation. Process/organize applicant materials; plan/attend any admissions meetings; counsel faculty on applicant information, fellowships, and budget as needed and in collaboration with Department Chair, Department Manager, Graduate Adviser, and/or graduate admissions committee; prepare/submit fellowship applications to Graduate School and COLA; handle admissions correspondence; organize prospective student visits in collaboration with graduate program and department staff; maintain applicant database; track all funding commitments.
• Oversee graduate student awards and fellowships. Track individual graduate student support packages and coordinate scholarship, award, and fellowship payments, in collaboration with Department Manager. Processes Professional Development Awards and Tuition Reduction Benefits to graduate students.

Required Qualifications

Bachelor's degree and at least five years of experience coordinating or administering a graduate student program. Leadership experience in the field of graduate student education.

Relevant education and experience may be substituted as appropriate

Preferred Qualifications

More than the required years of experience working with graduate students in an academic counseling or similar capacity. Prior experience with UT program coordination and program administration. Experience with UT student services procedures and/or experience in student personnel programs. Knowledgeable of university resources. Demonstrated ability to multi-task and handle concurrent projects with accuracy, diplomacy, and discretion.

Salary Range

$62,000+ depending on qualifications

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, 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 and 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.