Graduate Program Coordinator II

University of Texas at Austin; United States; On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Employer-paid medical coverage

Retirement contributions

Paid vacation and sick time

Paid holidays

Other services and perks

Job summary

University of Texas at Austin’s Department of Theatre and Dance seeks a Graduate Program Coordinator II to provide administrative support for multiple graduate programs. The role reports to the Graduate Advisor and collaborates with faculty, COFA leadership, and students to ensure smooth program operations.

Primary duties include deadline management, admissions coordination, and handling graduate appointments and records.

Qualifications

• Bachelor’s degree or equivalent education and experience required.
• Three years of office and clerical work experience required; substitution possible with appropriate education.
• Proficiency in MS Office 365 is required.
• Experience working with college students in an administrative or advising role is preferred.

Responsibilities

• Acts as liaison with graduate studies offices, managing deadlines, fellowships, and committee meetings.
• Manages graduate student records, hiring transactions, and program data in university systems.
• Coordinates graduate admissions processes, applications, inquiries, tours, and orientation events.
• Advocates for graduate students and helps navigate university processes and resources.
• Performs other related duties as assigned.

Skills

Attention to detail

Initiative

Decision making

Critical thinking

Effective communication

Interpersonal relationships

Service excellence

Problem solving

Education

Bachelor’s degree

Tools

MS Office 365

Job description

Job Posting Title

Graduate Program Coordinator II

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Hiring Department

Department of Theatre and Dance

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Position Open To

All Applicants

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Weekly Scheduled Hours

40

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FLSA Status

Non-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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General Notes

The College of Fine Arts is the college of creativity at The University of Texas at Austin-a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world. At the Department of Theatre and Dance, your work will contribute to operational excellence and enhance the experiences of our faculty, students and staff. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin.

Benefits package:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• Other services and perks.

This job description may not contain all assigned duties, responsibilities, or aspects of this job described. Even if you don’t qualify or have specific experience in every facet of this role, we encourage you to apply.

Purpose

The Graduate Program Coordinator II provides administrative support for the Department of Theatre and Dance graduate programs of study, including Dance, Directing, Drama and Theatre for Youth and Communities, Live Design and Production, Performance as Public Practice, and Playwriting. The role reports to the department’s Graduate Advisor, and involves close collaboration with executive leadership, faculty, university staff, and students.

Responsibilities

• Serves as liaison with the Office of Graduate and Postdoctoral Studies (OGPS), assisting the Graduate Advisor with deadline management, petitions, fellowships, nominations, Graduate Executive Committee meetings, and the navigation of university’s rules and processes. Works closely with the College of Fine Arts (COFA) and the Associate Dean, serving as the primary liaison between COFA and the department for graduate issues. Reports graduate outcomes, program yield, and graduate funding allocations, and submits Tuition Waiver requests, Tuition Benefit Reduction requests, and tracks scholarship allocations.
• Assists graduate students with university and department processes, procedures and paperwork. Assists with registration and preparation for graduation, and maintain electronic records, files, statistics, databases, and email listserve. Tracks award allocations and TA/AI/GRA assignments, and issues student appointment letters. Manages TA/AI/GRA employee lifecycle (on-boarding, termination, and off-boarding). Initiates hiring transactions for TA/AI/GRA employees, including Background Check Authorizations and I-9 transactions. Provides back-up support in generating short-term appointments in Workday for department hires. Works closely with the departmental HR representative on graduate appointment issues. Manages student and program data in EASI.
• Works closely with the Office of Graduate Admissions to facilitate the application process for all graduate programs; assists with questions and concerns as well as advocates for program and applicant needs. Coordinates graduate admissions with Area Heads and helps ensure application completion. Communicates with prospective applicants, manage inquiries and tours, and answers questions. Plans and manages events such as prospective applicant visiting day and orientation. Prepares and sends letters to accepted and rejected applicants, assists accepted applicants through the admissions process, and handles all denials and acceptances in EASI.
• Advocates for needs of graduate student population and helps them navigate university processes, procedures, requirements and resources. Serves as liaison between the department and graduate students; informs faculty of graduate student issues, concerns and developments. Designs and implements procedures for improvement to program activities. Assists in the development and implementation of recruitment strategies. Interacts frequently with students, faculty, staff, and outside agencies.
• Other related functions as assigned.

Required Qualifications

• Bachelor’s degree
• Three years of office and clerical work. Relevant education and experience may be substituted as appropriate.
• Proficiency in MS Office 365.
• Experience working with college students in an administrative or advising capacity.
• Required Competencies: Competencies: Accuracy and Attention to Detail, Initiative, Decision Making and Critical thinking. Effective Communication, Interpersonal Relationships, Service Excellence, Problem Solving.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Proven ability to manage student-related operations and support student success.
• Demonstrated capacity to manage complex processes, design and improve systems, and solve problems independently