Graduate Program Administrator

University of Texas at Austin; Austin (TX); On-site; USD 65,000 - 75,000; Full time

Job summary

University of Texas at Austin is seeking a Graduate Program Administrator to support the Department of Computer Science's graduate programs on the UT main campus. The role focuses on advising, admissions, and coordinated administrative services for master's and BS+MS Integrated programs.

You will work with the Graduate Office team to ensure timely degree progress, integrity of records, and effective communication across committees and students.

Qualifications

• Bachelor's degree plus five years' experience in graduate/undergraduate programs.
• Experience with academic advising and monitoring student degree progress.
• Outstanding customer service and ability to work with diverse populations.
• Collaborate effectively, work independently, and stay flexible under pressure.
• Strong organizational skills to manage large data and multiple caseloads.
• Ability to prioritize and meet deadlines.
• Experience managing budgets or purchasing for student programs.
• UT or UT System experience is a plus.

Responsibilities

• Serve as the primary contact for master's and BS+MS Integrated Program students.
• Advise on registration, degree requirements, and graduation checks; monitor progress.
• Support admissions for master's programs; prepare acceptance/denial letters and onboarding.
• Manage course seat/waitlist processes and TA/AI assignments in coordination with leadership.
• Track program outcomes using data to improve advising and activities.
• Oversee graduate student organizations, budgets, and events; manage newsletters.

Skills

Customer service

Academic advising

Coordination

Communication

Collaboration

Multitasking

Data management

Education

Bachelor's degree

Five years experience in graduate/undergraduate programs

Master's degree

UT/UT System experience

Tools

EASI

TracDat

DEFINE

Microsoft Office

Job description

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 thatALLRequired 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 in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented 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.