Program Coordinator, Graduate Recruitment & Admissions

Job Posting

Title:

Program Coordinator, Graduate Recruitment & Admissions

Hiring Department:
School of Nursing

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

This role will assist the Office of Student Services (OSS) with activities and duties pertaining to graduate student recruitment and admissions, Graduate Students Committee (GSC) support, and student scholarships coordination and processing.

Graduate Student Recruitment & Admissions

• Providing administrative support for recruiting packages and maintaining records on admissions and recruitment
• Preparing and sending acceptance/denial letters and program literature
• Supporting prospective student and admitted student campus visit events
• Facilitating information sessions for prospective graduate applicants
• Coordinating admissions processes and resolving related problems and issues for graduate applicants and enrolled students
• Compiling and providing applicant data to Graduate Admissions and Programs Committee (GAPC)
• Attending select GAPC meetings to provide details on the data compiled for GAPC
• Communicating admissions decisions to the Graduate School and to notify applicants of missing material and admissions decision
• Assisting faculty with student advising and students with advising, registration, course add/drops, withdrawals, and leave of absence forms and documentation
• Performing prerequisite transcript evaluations
• Coordinating admissions decisions, notifying Graduate School and applicants, and requesting any missing materials
• Assisting with advising graduate students on program requirements
• Providing information and clarification of institutional and program rules and requirements
• Participating in student recruitment activities, including traveling to recruitment events

Program Coordination & Administrative Support

• Maintaining records and databases on applicants to graduate programs (e.g., program, concentration, class enrollment, and application information)
• Maintaining records and databases on current graduate students
• Composing letters and reports related to current students and tracking program, concentration, and class enrollment
• Maintaining listservs for current graduate students
• Serving as a contact for prospective, current, and alumni communities, answering all inquiries, including general academic and procedural information
• Maintaining programs of work for graduate students
• Advising students on faculty advising, registration, course add/drops, withdrawals, and leave of absence forms and documentation
• Assisting graduate students with forms and documentation for Qualifying Exams, dissertation proposal meetings, candidacy, and final dissertation meetings
• Providing forms and maintaining a repository of graduate students' applications and curricula vitae for graduate student employment (e.g., Teaching Assistant, Research Assistant, Assistant Instructor, Clinical Teaching Assistant); distributing and collecting employment materials; and providing information to faculty and to School of Nursing (SON) Human Resources for processing the hiring of TAs, GRAs
• Coordinating with SON Human Resources to complete Assistant Instructor (AI) petitions, when needed, to the Graduate School at the start of each semester
• Coordinating procedures leading to student graduation, including certifying students eligible to graduate, applying for graduation, and certifying programs of work
• Coordinating with SON evaluator to distribute graduation surveys and provide list of students or graduates
• Assisting with accurately and timely documentation of OSS processes and procedures

Graduate Student Committee Support

• Sending request for agenda items to all GSC members and guests prior to meeting
• Preparing agenda and sending it to GSC chair for approval
• Sending GSC meeting notice with agenda, minutes from previous meeting, and any pertinent documents
• Attending each GSC meeting and having available a sign-in sheet for the attendance record and copies of the agenda, minutes, and documents
• Taking minutes, transcribing and sending to GSC chair for approval or any changes
• Maintaining a list of contacts for each year's current GSC members and guests
• Updating GSC when requested by the Office of Graduate Studies (OGS) and following instructions from OGS as needed
• Confirming accuracy of the list with the Dean's Office at the School of Nursing

Front Reception Support and Student Events/Activities

• Assist with OSS front reception/lobby coordination and staffing
• Assist with OSS special events coordination
• Provide staffing support at OSS activities (e.g., Commencement and Graduation, Light the Lamp/White Coat Ceremony, Welcome/Back-to-School, Gone to Texas/Nursing)

Marginal/Incidental Functions

• Other related functions as assigned
• Create, maintain, and promote technologically advanced office protocols utilizing a high degree of innovation
• Contribute to a positive and collegial work environment
• Additional…