The University of Texas at Austin Job Posting

This posting is Closed

Graduate Program Coordinator II

Hiring department Mechanical Engineering
Monthly salary $2,833 - $3,750+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 13-04-12-01-9093
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

None provided

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information


To administer and coordinate the Mechanical Engineering and Operations Research/Industrial Engineering graduate programs.

Essential Functions

Provide in-depth information, clarification and interpretation of institutional and graduate program rules and regulations; ensuring program compliance with institutional rules, regulations, policies and procedures. Serve as liaison between the Department, faculty and current and prospective graduate students, as well as with the Graduate Studies Office and outside agencies. Design and implement procedures for improvement to program activities; maintain the database and files for both programs. Develop and implement recruitment strategies. Coordinate and execute all facets of recruitment visits, including travel arrangements, coordination of food, hotel, restaurants and transportation, reimbursements for visiting students and liability waivers for student volunteers, and coordination of poster session. Coordinate admission process. Maintain electronic records, files, statistics and databases on graduate students and applicants. Process admission applications for bot graduate programs. Prepare and mail out acceptance/denial letters and program literature. Answer routine correspondence concerning inquiries on graduate program. Explain policies and procedures and informs students of upcoming deadlines. Create and maintain a database on applicants. Assist Academic Advising Coordinator with FaSET reporting. Assist in processing student assignments and other student related matters. Work with the Academic Advising Coordinator and Faculty Advisor on various administrative projects, such as statistical reports and strategic planning. Attend meetings and participate in professional development activities. Assist in all registration activities including lifting advising bars, add/drops, pre-requisite checks, etc. Process petitions, special requests, assignments and other documents to assist graduate students. Participate in the planning and implementation of programs for graduate students, including orientation and other departmental events (ME GSB End of Semester BBQ and Explore UT). Supervise student employees. Track funding and employment for graduate students; including teaching assistants and assistant instructor applications. Prepare and distribute information about graduate fellowships and scholarships, informing students of fellowship competitions; maintain files for fellowships. Assist in advising mechanical engineering undergraduate students.

Marginal/Incidental functions

Preform related duties as assigned.

Required qualifications

Bachelor's degree and five years of experience working with college students in an administrative or advising capacity. Experience in a professional setting. Strong organizational skills. Ability to work independently or as a member of a team. Ability to interact in a professional manner with staff, students and the public. Excellent verbal and written communication skills. Independent decision making and problem solving ability. Tact, diplomacy and judgment in dealing with students, faculty, and administrators. Professional appearance and demeanor. Demonstrated experience with Microsoft Office and FileMaker Pro. Attention to detail. Equivalent combination of relevant education and experience may be substituted as appropriate. Equivalent combination of relevant education and experience may be substituted as appropriate.

Skills scores
  • Spelling (score on file)
  • Typing (score on file)
Preferred Qualifications

Prior experience coordinating graduate programs. More than five years of above experience. Front office experience. Experience showing a high degree of initiative and good judgment. Exceptional organizational and time management skills.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity General office conditions, with the majority of time spent in contact with students during standard office hours (8:00 a.m. - 5:00 p.m). Some evening and weekend work will be required. Will work in florescent lighting.

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