Program Administrator - Head of Plan II Admissions

The University of Texas at Austin; Austin (TX); On-site; USD 75,000 - 91,000; Full time

Job summary

The University of Texas at Austin's Plan II Honors Program seeks a Program Administrator - Head of Plan II Admissions to lead recruitment and admissions efforts, coordinate information sessions, manage admissions software and databases, and oversee scholarship processes.

You will work with the admissions team to contact prospective students, coordinate campus visits and events, supervise student staff, and ensure accurate data management across all Plan II records.

Qualifications

• Bachelor’s degree required.
• Five years working for a college or university in admissions, recruitment, scholarship management, or related areas.
• Excellent verbal, written, and interpersonal communication skills.
• Experience interacting with high level visitors, exercising discretion.
• Excellent problem solving and constituent relations skills.
• Strong attention to detail.

Responsibilities

• Database and File Management: Manage approximately 2500 freshman applications annually including electronic download, admissions mailing, filing, processing, communication and transition to Plan II advisors for orientation. Assist advising team in orientation planning and preparation. Maintain, organize, administer and update all Plan II databases. Manage annual clean-up of student and admissions databases and transfer of admissions databases.
• Manage Admissions: Prepare admissions print materials/brochures. Present admissions info sessions. Coordinate admission yield receptions and other events. Participate on panels for multiple UT Admissions events and colloquia. Manage application evaluations - train and supervise admissions readers/evaluators. Coordinate Honors Admissions Group - communication and planning between honors programs and UT Admissions. Coordinate/Support with Student Program Coordinator on First Year Programming (Convocation, TC 125K, Out of State student events, First Generation Student outreach, and Peer mentor logistical support, as needed.)
• Oversight of Scholarship Management, Assignment and Records: Coordinate Plan II freshman, continuing, UEPS, and NRTE scholarship nominations and applications. Manage on-line Continuing Scholarship applications. Update scholarship web information and handle applications, emails and calls. Coordinate Plan II scholarship allocations with OSFS, Vice-Provost and Texas Exes representatives, as well as Plan II staff. Serve as backup for DEFINE and FRMS approval.
• Recruiting: Coordinate campus visits for prospective students, approximately 350 prospective student visitors and parents each year. Conduct school visits and attend college fairs, as well as UT recruitment programs. Communicate with applicants/parents, with high school guidance/college counselors, with other college admissions counselors and honors program staff and faculty and other education professionals.
• Supervision: Hire, train and supervise a team of admissions readers, Student Admissions Fellows, and multiple student volunteers.
• Other related functions as assigned.

Skills

Excellent communication

Interpersonal skills

Attention to detail

Discretion

Education

Bachelor's degree

Master's degree (preferred)

Tools

Slate CRM

UT Austin admissions systems

Job description

Job Posting Title

Program Administrator - Head of Plan II Admissions

Hiring Department

Plan II Honors Program

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

The Program Administrator - Head of Plan II Admissions is responsible for recruitment and admissions for the Plan II Honors program, including information session coordination, admissions software and database management, scholarship management, and communication with prospective students.

Responsibilities

• Database and File Management: Manage approximately 2500 freshman applications annually including electronic download, admissions mailing, filing, processing, communication and transition to Plan II advisors for orientation. Assist advising team in orientation planning and preparation. Maintain, organize, administer and update all Plan II databases. Manage annual clean-up of student and admissions databases and transfer of admissions databases.
• Manage Admissions: Prepare admissions print materials/brochures. Present admissions info sessions. Coordinate admission yield receptions and other events. Participate on panels for multiple UT Admissions events and colloquia. Manage application evaluations - train and supervise admissions readers/evaluators. Coordinate Honors Admissions Group - communication and planning between honors programs and UT Admissions. Coordinate/Support with Student Program Coordinator on First Year Programming (Convocation, TC 125K, Out of State student events, First Generation Student outreach, and Peer mentor logistical support, as needed.)
• Oversight of Scholarship Management, Assignment and Records: Coordinate Plan II freshman, continuing, UEPS, and NRTE scholarship nominations and applications. Manage on-line Continuing Scholarship applications. Update scholarship web information and handle applications, emails and calls. Coordinate Plan II scholarship allocations with OSFS, Vice-Provost and Texas Exes representatives, as well as Plan II staff. Serve as backup for DEFINE and FRMS approval.
• Recruiting: Coordinate campus visits for prospective students, approximately 350 prospective student visitors and parents each year. Conduct school visits and attend college fairs, as well as UT recruitment programs. Communicate with applicants/parents, with high school guidance/college counselors, with other college admissions counselors and honors program staff and faculty and other education professionals.
• Supervision: Hire, train and supervise a team of admissions readers, Student Admissions Fellows, and multiple student volunteers.
• Other related functions as assigned.

Required Qualifications

• Bachelor’s degree
• Five years working for a college or university in admissions, recruitment, scholarship management, or related areas.
• Excellent verbal, written, and interpersonal communication skills.
• Experience interacting with high level visitors, exercising discretion
• Excellent problem solving and constituent relations skills
• Strong attention to detail

Preferred Qualifications

• Master's degree from an accredited college or university.
• More than five years of experience in admissions, recruitment, or scholarship management.
• Experience working with an honors student population.
• Experience with Slate CRM and UT Austin systems
• The ideal candidate will be a dedicated and enthusiastic self-starter, responds well to feedback, works well during busy periods while juggling competing priorities, effective at prioritizing tasks and initiatives, and demonstrates a commitment to collaborative and cooperative teamwork and a willingness to go the extra mile.

Salary Range

$83,000+ depending on qualifications

Working Conditions

• Typical office environment
• Extended work hours may be required during peak periods

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 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 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.