Senior Program Coordinator for Option III Program Advising & Admissions

Job Posting Title :

Senior Program Coordinator for Option III Program Advising & 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 Until Aug 31, 2028

Location : UT MAIN CAMPUS

Job Details : General Notes

This position is funded through August 31, 2028. Extension of this position is contingent upon renewal of funding, job performance, and department needs.

Purpose

This role assists the Office of Student Services (OSS) with activities and duties pertaining to Option III graduate student recruitment, admissions, and program advising. This person will report to the Director for Option III Program Advising & Admissions and will proactively collaborate with the Graduate Advisor, Associate Dean for Student Services, and will work closely with their teammates in the Office of Student Services.

RESPONSIBILITIES

Assists the Director for Option III Program Advising & Admissions with duties, including :

Graduate Admissions and Recruitment

Providing administrative support for recruiting packages and maintains 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 resolve related problems and issues for graduate applicants, including notifying applicants of missing application material.

Compiling and provide applicant data to Graduate Admissions and Progression Committee (GAPC).

Attending select GAPC meetings to provide details on data compiled for GAPC.

Communicating admissions decisions to the Graduate School and to admitted applicants

Performing prerequisite transcript evaluations for applicants.

Participating in student recruitment activities, including traveling to recruitment events.

Coordinating Option III events, including recruitment events and processes : c reating and tracking budget for events, including all necessary business affairs paperwork for purchases and reimbursements; c oordinating catering, facilities, promotional materials (including creating handout booklets and other materials for attendees); c reating and managing online forms for event related registration and feedback. Managing travel and room reservations for events; s upport logistics for prospective student events.

Program Coordination & Administrative Support

Maintaining records and databases on applicants to Option III program (e.g., program, concentration, class enrollment, and application information)

Maintaining records and databases on current students, including programs of work for students.

Composing letters and reports related to current students and compiling information and track 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.

Advising students on faculty advising, registration, program requirements, course add / drops, withdrawals, and leave of absence forms and documentation

Providing information and clarification of institutional and program rules and requirements.

Assisting students with forms and documents.

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.

Manage administrative academic matters for currently enrolled students, including grade reporting, course registration, course scheduling, course inventory, and course instructor surveys. Manage student financial processes. Bill and facilitate the collection of deposits from admitted students, facilitate fellowship award, bill current students, and create and manage payment plans.

Assist with responding to questions regarding application completion, admissions decisions, application completion status, student orientation and welcome activities.

Assist with logistical aspects of classes, including scheduling class weekends, organizing catering and supplies, and coordinating with student support staff.

Student Events / Activities

Provide staffing support at Office of Student Services activities (e.g., Commencement and Graduation, Light the Lamp / White Coat Ceremony, Welcome / Back-to-School, Gone to Texas / Nursing)

Collaborate with Office of Student Services teammates on graduation-related activities, including updating graduation information in a timely and accurate manner and ordering Option III Doctor of Nursing Practice medals.

Communicate and collaborate with staff, administrators, and faculty working on non- Option III (Alternative Entry Masters, Master of Science, Doctor of Philosophy) graduate programs and services as needed.

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 hours may be required at peak periods.

Required Qualifications

Bachelor's degree.

Relevant education and experience may be substituted as appropriate .

Preferred Qualifications

Master's Degree in Higher Education Administration or relevant graduate degree

Experience with UT-Austin policies and processes pertaining to graduate students.

Experience with UT-Austin information systems (e.g., EASI : View Student Record, Graduate Worksheet, GCD Grad School Progress, RGEN, Advisor's Toolkit, Cognos, UT Box, Mainframe, Qualtrics, Zoom).

Experience with Option III recruitment, admissions, and program admissions, especially for a school of nursing.

Highly detail-oriented individual who can manage complex tasks with precision and accuracy. The ideal candidate will consistently demonstrate thoroughness in their work and a strong commitment to quality.

Superior skills in coordination and managing multiple projects as once.

Salary

$55,000

Working Conditions

Typical office environment

Repetitive use of a keyboard at a workstation

Occasional evening or weekend hours may be required during busy 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 into 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.