Graduate Program Specialist III

Job Title

Graduate Program Specialist III

Agency

Texas A&M Engineering

Department

Aerospace Engineering

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Why work for Texas A&M Engineering?

Who we are

Texas A&M Engineering is a large employer in the great and growing cities of Bryan/College Station, offering thousands of career opportunities in a wide variety of fields. We are deeply committed to recruiting and retaining a talented workforce that embraces our core values of respect, excellence, leadership, loyalty, integrity, and service. Texas A&M Engineering offers competitive salaries, full benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education, research, and public service.

Job Description

Purpose: 

The Graduate Program Specialist III will be coordinating and overseeing the planning, development and implementation of programs targeted for graduate students; provide and coordinate advanced professional level administrative support to graduate program directors and graduate advisor; assists with event planning for graduate program such as new student orientation, recruitment events, graduation receptions assists in preparing budgets for programs and events; assists with developing project timelines; coordinating program communications and marketing materials; assists with compiling data for graduate program analysis; assists with updating training materials and delivering training sessions; assists in maintenance of program records and databases; identify graduate program improvements; may assist with establishing graduate program standards and objectives; respond to inquiries regarding program offerings; perform other duties as assigned.

Responsibilities:

Program Administrative Duties (95%)  

• Performs program administrative duties for graduate advising office
• Serves as co-coordinator of the AERO graduate program, working with the graduate program directors, the graduate advisor, and the graduate admissions committee.
• Serves as a point of contact for new and prospective graduate students.
• Prescreens all application materials and reviews applications with AERO graduate committee and creates graduate offer packets for recruiting.
• Performs program coordination of departmental graduate academic initiatives including but not limited to New Student Orientation, PhD Qualifying Exam.
• Oversees and performs graduate registration, coordinates fellowship nominations, solicits college and university student awards nominations from faculty.
• Guides AERO graduate students on academic, housing, and financial aid questions and provides personal assistance to new students.
• Verifies completion of degree requirements. Monitors student progress and degree requirements. Processes grade reports, new course sections, course changes, and new course paperwork. Enters graduate department scholarships and fellowships.
• Designs and implements student support programs and serves as an ombudsperson to facilitate retention. Advises students in the Fast Track program.
• Coordinates annual recruiting events such as Fall Graduate Preview and Spring Graduate Invitational.  Develops new recruiting material and ensure current information is updated as needed.
• Attends and coordinates with Graduate Program Director to oversee Graduate Student Association budget and events. 
• Organizes/maintains individual graduate student files, publications, statistics, and graduate alumni database. Leads in the collection and preparation of data collection on student metrics, program assessments and national assessment reports; such as AEFIS, Doctoral Characteristics, NIH, etc.
• Monitors eligibility and oversees completion of required TA training each semester for the department.  Completes and coordinates the hiring of all Graduate students in the department along with the AERO Business Office.
• Serves as liaison and manages all correspondence with the Office of Admissions, the Graduate and Professional School, International Student and Scholar Services, and the Engineering Program Office.
• Monitors required AESS seminar attendance in fall/spring semesters.
• Processes paperwork for graduate faculty special appointments and Updates Graduate Catalog annually.
• Performs related duties as required.

Other (5%)  

• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

What we need: 

• Bachelor’s degree in applicable field or equivalent combination of education and experience.
• Three years of related experience.

Knowledge, Skills and Abilities: 

• Knowledge of word processing and spreadsheet applications, Compass, ZOOM, Academic Requirements Completion System (ARCS), Teaching Assistant Training and Evaluation Program (TATEP) Compliance System, Section Request System (SRS), Document Processing Submission System (DPSS), Applicant Information System (AIS), Curricular Approval Request
• System (CARS), TATEP, EngineeringCAS or GradCAS, Graduate Advisor Handbook
• Ability to multitask and work cooperatively with others. Excellent verbal and written communication skills. Strong interpersonal, organizational, and customer service skills. Maintains attention to detail and utilizes sound judgment.

Work Location:

• Main Campus – College Station, TX.
• Some positions may have potential for a flexible work schedule or location.

About Aerospace Engineering

Aerospace Engineering is consistently rated in the top 10 programs in the United States. It provides unique, cutting-edge educational and research opportunities in areas including space exploration, national defense, and air transportation. We offer a unique environment with research spanning fundamental to applied and where students have vibrant hands-on organizations and tremendous opportunities for summer internships and co-ops.

Texas A&M Engineering provides an outstanding benefits package including but not limited to:

• Competitive health benefits.
• Generous paid vacation, sick time, and holidays.
• Vision, Dental, Life, and Long-Term Disability insurance options.
• Teachers Retirement System of Texas (TRS), a defined benefit retirement plan with 8% employer contribution.
• Additional Voluntary Retirement Programs: Tax Deferred Account 403(b) and a Deferred Compensation Program 457(b).
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional development opportunities.
• Tuition assistance https://engineering.tamu.edu/information/esac/educational-assistance-programs.html
• Wellness program release time offered to employees to promote work/life balance.

Helpful Applicant Information

Required Materials for Application:

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

Compensation Philosophy:

• Recruit and retain high-performing workforce through competitive compensation and career development including career pathing, coaching and skills development.
• Offer total rewards through competitive and equitable pay, flexible benefits, professional development, performance recognition and work-life balance.
• Ensure resources are readily available and utilized to attract and retain the highest quality researchers, faculty, and staff.  Exemplify equal pay for equal work, with allowable pay differences based on factors not prohibited by law.

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 delay of start date.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.