Graduate Program Coordinator, Texas McCombs

The University of Texas at Austin; Austin (TX); On-site; USD 55,000 - 60,000; Full time

Job summary

The University of Texas at Austin seeks a Graduate Program Coordinator for the McCombs School of Business to support doctoral programs. You will coordinate administrative processes, manage budgets and resources, and facilitate recruitment, orientation, and mentoring activities for Ph.D. students.

Collaborating with Dean's Office staff and academic departments, you will ensure compliance, manage data and reports, and help advance graduate education initiatives within a dynamic campus environment.

Qualifications

• Bachelor’s degree plus five years of experience relating to program coordination and/or academic advising.
• Demonstrated ability to build strong relationships with students, administrators and University stakeholders. Ability to communicate effectively verbally and in writing to a varied set of stakeholders.
• Demonstrated ability to both work well on a team but also to work effectively independently.
• A service‑oriented mindset and commitment to providing excellent administrative support to students and faculty.
• Proven ability to exercise high levels of discretion and judgement, providing practical solutions in the resolution of complex issues.
• Demonstrated ability to organize, manage, and analyze a large volume of data with a high level of attention to detail and accuracy.
• Previous success managing multiple projects concurrently, managing ambiguity, and adapting to changing priorities.
• Working knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook, and web‑based programs.

Responsibilities

• Coordinate administrative components of the Ph.D. programs and ensure compliance with rules and procedures.
• Oversee petitions, nominations, and official letters for Graduate Advisors and update catalogs.
• Serve as liaison with Graduate Studies offices and other departments.
• Allocate and track resources for Ph.D. programs and manage budgets and travel reimbursements.
• Design and implement graduate student recruitment strategies and organize events.
• Organize first year orientation and mentoring programs and support department activities.
• Track program data for accreditation, placement, and reports.

Skills

Program coordination

Communication

Independent work

Discretion & judgement

Data management

Office software

Education

Bachelor’s degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job Posting Title

Graduate Program Coordinator, Texas McCombs

Hiring Department

Red McCombs School of Business

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

General Notes

Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the ground-breaking research and thought‑leadership of a world‑class faculty.

The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human‑centered and future‑focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world.

To learn more about the McCombs School of Business, please visit https://www.mccombs.utexas.edu/

Purpose

This position is responsible for providing primary support to departmental doctoral programs in the McCombs School of Business, including coordinating all phases of the graduate program’s administrative activities. This role reports directly to McCombs Associate Dean for Research and will collaborate regularly with Dean's Office staff and academic departments.

Responsibilities

• Academic Program Support: Responsible for coordinating administrative components of the Ph.D. programs. Ensure compliance with institutional rules, regulations and procedures. Provide in-depth information, clarification and interpretation of institutional and graduate programs’ rules and regulations. Oversee and submit petitions, nominations, and official letters on behalf of the Graduate Advisors. Maintain and process catalog updates for graduate programs. Coordinate and serve as point of contact for Ph.D. Advisors in the ACC, FIN, IROM, MKT, and MAN programs. Serve as a liaison with Office of Graduate Studies, International Office, Graduate Leadership Council, and other outside offices. Supervises McCombs Graduate Program Coordinator
• Budget and Resources Support: Responsible for allocating and tracking resources budgeted by the Associate Dean for Research to Ph.D. programs. Monetary resources include OVPGS Distinguished Graduate Fellowships (Continuing & Recruiting), Graduate School Dissertation Writing and Summer Fellowships, Outstanding Graduate Student Fellowships (Harrington as well as Continuing Fellowships), McCombs Dean's Fellowship funds, other named funds (e.g., Jastrow, Bonham, Cooper, SYLFF), and tuition reduction benefits (TRBs). Work with ADR to prepare and disseminate annual budget of college funds for each departmental program. Approve travel requests and reimbursements for PhD students going to conferences. Other resources include space and office allocations, website updates, and miscellaneous allocations from the ADR budget. Maintain records and perform audits of resource usage.
• Recruitment and Admissions Coordination: Design and implement graduate student recruitment strategies. Plan, organize, and execute recruiting efforts and events, including virtual recruitment events and on campus visit weekends. For recruitment events, provide event‑planning and administrative support for prospective PhD applicants, this includes, but is not limited to arranging prospective student travel, working with department faculty on itineraries for weekend visits and ensuring campus visits are operationally successful. Possibly represent McCombs at professional conferences for recruiting purposes.
• Program and Event Coordination: Organize first year orientation and other department‑sponsored graduate program events. Coordinate and provide logistical support for graduate student mentoring programs, and provide administrative support for newly developed programs related to the department’s graduate programs.
• Data Requests: Acquire and maintain comparative data from doctoral programs at peer and aspirational schools. Provide statistics for standard reports and ad‑hoc information requests for programs analysis. Track program outcomes (using UT TracDat) for accreditation and other purposes. Track placement and publication data. Assist departments with responding to all Graduate School action and information requests and reporting.
• Other related functions as assigned.

Required Qualifications

• Bachelor’s degree plus five years of experience relating to program coordination and/or academic advising
• Demonstrated ability to build strong relationships with students, administrators and University stakeholders. Ability to communicate effectively verbally and in writing to a varied set of stakeholders
• Demonstrated ability to both work well on a team but also to work effectively independently.
• A service‑oriented mindset and commitment to providing excellent administrative support to students and faculty.
• Proven ability to exercise high levels of discretion and judgement, providing practical solutions in the resolution of complex issues.
• Demonstrated ability to organize, manage, and analyze a large volume of data with a high level of attention to detail and accuracy.
• Previous success managing multiple projects concurrently, managing ambiguity, and adapting to changing priorities.
• Working knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook, and web‑based programs.

Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience with website updates, marketing, event or conference planning, preparing budgets and tracking expenditures.
• Experience in a higher education setting working closely with graduate students, faculty and administrators.
• Familiarity with University of Texas at Austin policies, procedures and internal systems.

Salary Range

$55,000 - $60,000 + depending on qualifications

Working Conditions

• Works in standard office conditions with repetitive use of a keyboard at a workstation.
• Work as a team member in shared office space.
• Some evenings and weekend work are required during peak periods to support graduate recruitment activities, student orientation, and graduation.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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) to the 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.