AADS Graduate Program Administrator

Job Posting Title:

AADS Graduate Program Administrator

----

Hiring Department:

African and African Diaspora Studies, Department

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

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.u‐texas.edu/current/services/my-total-rewards .

This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work). FWA arrangements are subject to manager approval and may shift due to changes in business needs. The remote location must have a reliable internet connection to support working remotely. UT policies on Flexible Work Arrangements are available at https://hr.utexas.edu/current/fwa .

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 AADS Graduate Program Administrator is responsible for the development, implementation, and assessment of the AADS’s graduate and BA-MA programs. They oversee the daily administration and workflow of these programs, including preparing budgets, tracking expenditures, managing program logistics, preparing reports, and promoting the programs. They also collaborate with the AADS Graduate Advisor, Associate Chair, and Department Chair to establish departmental policies and determine best practices. They are responsible for actively participating in curriculum management and planning, and manage student finance and human resource-related items, events, and other administrative duties.

Responsibilities

• Graduate Program Administration. Educate graduate students about options, degree requirements, academic policies, financial support, and procedures. With the AADS Graduate Adviser, implement graduate advising. Coordinate student funding packages, graduate fellowship nominations, and processing of TA/GRA/student grader assignments, submitting accurate and timely information to the Graduate School and the College of Liberal Arts. Communicate relevant timelines and procedures to graduate program students and faculty members. Respond to current and prospective student requests for information. Serve as adviser to Graduate Admissions Committees, organize annual graduate program admissions processes. Maintain and update graduate student records and manage entries in student advising system. Facilitate administration of annual review of students in AADS’ graduate programs.

• Department Curriculum Development: Serve as adviser to and coordinate with faculty serving on Graduate Studies Committee and Graduate Program Committee. Coordinate committees' work in developing and refining AADS' graduate and undergraduate curriculum and degree requirements.   Participate in meetings with Black Studies Collective academic collaborative team with Associate Chairs of Graduate and Undergraduate Studies and Graduate Advisor.  Update AADS’ graduate program webpages as needed. Conduct assessments of AADS’s graduate and undergraduate degree programs. Develop, implement, and track standards for attainment of degree program goals and objectives.  Coordinate AADS’s grade reporting, course instructor surveys, flag applications, and applications for courses to be added to the University’s core curriculum. Maintain and organize electronic course instructor survey files. 

• Course Management: Develop and maintain system for tracking faculty teaching including course loads per semester, semester/credit hours taught, course levels, and class days and times. Faculty preferences, including class times and classroom locations based on the needs of course and/or faculty instructor must also be recorded.  Attend course scheduling meetings with the Liberal Arts course scheduling staff. In coordination with the Liberal Arts course scheduling staff, communicate preferences for courses taught in each term.  Recommend cross listing of courses with other academic units when appropriate.  Enforce departmental undergraduate course scheduling policy with Associate Chair for Undergraduate Affairs.  Maintain communication with faculty regarding courses scheduled each term. In coordination with Faculty Affairs Manager, maintain records for faculty on leave when scheduled to teach in a term and determine through recommendation if course(s) can and should be taught by other faculty. 

• Programming and Recruitment. Develop and implement graduate student programs, events, and activities consistent with AADS’s academic requirements and strategic objectives, including professional development workshops, alternative-to-academic careers workshops, mock job talks, and/or other departmental events. Develop and coordinate marketing and/or communication strategies to increase participation in programs. Plan and administer the department’s annual graduate recruitment event in Spring.  Oversee financial management of graduate programming budgets. Develop and implement short- and long-term graduate programs recruitment plans as well as graduate programs marketing and recruitment initiatives. Ensure programs are compliant with university, state, and federal procedures and regulations. Ensures programs’ objectives are met, resources are identified, and recommendations are implemented for improvement and enhancement. Represent AADS to University administration, departments, special groups, and external agencies. Assist with Black Studies Collective programming and event administration in an “all hands-on deck” approach through collaborative teams.

• Program Assessment: Conduct assessments of AADS’s graduate and undergraduate degree programs. Develop, implement, and track standards for attainment of degree program goals and objectives.  Coordinate AADS’s grade reporting, course instructor surveys, flag applications, and applications for courses to be added to the University’s core curriculum. Maintain and organize electronic course instructor survey files

Required Qualifications

Bachelor's degree in a related field. A combination of five years’ experience relating to graduate student program coordination.  Experience with general outreach, program development, and committee service. Leadership experience in the field of graduate student education. Capacity to work independently without substantial guidance, especially in researching department and University requirements. High standards, professional demeanor, professional communication skills, and the ability to compose accurate and timely correspondence. Ability to work independently and as part of a team, to organize, prioritize, and report on competing projects. Must be able to set and meet deadlines as well as work regular hours and arrive to work punctually on a routine basis. Intrinsically motivated with a systematic and extremely prepared work style. Experience and discretion in dealing with confidential and sensitive information. Ability and willingness to take on various and new responsibilities.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master's degree or higher in a related field. More than five years of experience administering or coordinating a program, with at least one year experience as a Graduate Program Coordinator.  Experience and familiarity with The University of Texas at Austin and relevant policies and procedures. Experience working in an academic environment, in the field of Black Studies, with departmental curricula, and with faculty. Familiarity with the University advising system, course scheduling system, University and College course requirements, and UT degree plans. Experience with webpage editing and HTML.

Salary Range

$60,000+ based on qualifications

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Work continuously with confidential and sensitive student-related issues

Work Shift

Monday-Friday, 8 a.m.-5 p.m., with occasional work hours outside of the standard work week

Required Materials

• Resume/CV
• Contact information for 3 work references, at least one of which should be 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) [PDF]
• E-Verify Poster (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.