Graduate Program Coordinator II, Fariborz Maseeh Department of Civil, Architectural and Environmental Engineering

Job Posting Title:

Graduate Program Coordinator II, Fariborz Maseeh Department of Civil, Architectural and Environmental Engineering

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Hiring Department:

Fariborz Maseeh Department of Civil, Architectural and Environmental Engineering

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

Texas

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Job Details:

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin (UT Austin) has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

UT Austin, recognized by Forbes as one of America’s Best Large Employers, provides outstanding employee benefits and total rewards packages that include:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 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 conference opportunities

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

CAEE Department

At the Fariborz Maseeh Department of Civil, Architectural and Environmental Engineering, students are prepared to innovate the built environment of tomorrow through hands-on learning led by top-ranked faculty in state-of-the-art labs, design studios and research facilities. Despite our size, we maintain a tight-knit community that believes together we can change the world through engineering solutions.

Purpose

The CAEE Graduate Coordinator is responsible for coordinating all phases of graduate program activities. This role requires strong organizational, communication, and leadership skills, as well as a commitment to student success and professional development.

Responsibilities

• Academic Program Support - Responsible for coordinating all administrative components of the graduate programs. Ensure compliance with institutional rules, regulations and procedures. Provide in-depth information, clarification and interpretation of institutional and graduate programs rules and regulations. Prepare petitions, nominations, and official letters on behalf of the Graduate Advisors. Maintain and process catalog updates for the graduate programs. Coordinate and serve as point of contact for Master's and PhD Programs. Develop a cooperative relationship and facilitate ongoing communication and processes with staff in GIAC, the Graduate School, the Registrar’s Office, Student Financial Aid, and other entities within UT and beyond as necessary for coordination of all aspects of the graduate program. Serve as a liaison with Office of Graduate Studies, International Office, Graduate Leadership Council, Engineering fellowship office and other outside offices.

• Graduate Student Support – Maintain accurate and complete files for prospective, incoming, and current graduate students and alumni. Process paperwork related to program milestones, programs of work, and graduation. Process onboarding paperwork, and coordinate assignments and fellowships in conjunction with other departmental staff. Assist graduate students with the registration process, advise students on university and department policies and procedures, and connect students with available resources. Ensure students are provided with accurate information in a timely fashion. Track individual graduate student support packages and coordinate scholarship/fellowship payments. Work with department staff to ensure funding availability and budget compliance.

• Recruitment Coordination – Design and implement graduate student recruitment strategies. Plan, organize, and execute recruiting efforts and events, including a virtual recruitment event and on campus visit weekend. Represent the department at professional conferences for recruiting purposes. Coordinate informational sessions for graduate students. Coordinate with the International Office on the resolution of visa issues for graduate students

• Admissions - Inform prospective graduate students and the public on eligibility for admission and programs requirements. Coordinate the application, the updating of our website, brochures and public materials, coordinate admission, and fellowship process for graduate applicants to the department. Manage the administrative processing of graduate student applications and to the programs.

• Data Requests - Provide statistics for standard reports and ad hoc information requests for programs analysis. Maintain electronic and paper records for all aspects of the graduate program with attention to detail and confidentiality. ​

• Program and Event Coordination - Organize first year orientation and other department-sponsored graduate program events. Coordinate and provide logistical support for the department’s graduate student mentoring program, and provide administrative support for programs related to the department’s graduate programs.

• Perform other duties and assist with special projects as assigned.

Required Qualifications

• Bachelor’s Degree + five years’ experience working with college students in an academic counseling capacity

• Ability to solve problems and maintain composure when faced with a challenge.

• Ability to work efficiently and effectively under pressure and with frequent interruptions.

• Engage with and be an advocate for students.

• Must be able to relate to their needs, support their success and have difficult discussions when the need arises.

• Pleasant, confident, and professional demeanor with the ability to interact diplomatically with diverse constituencies.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than the required years of experience working with college students or in an academic counseling capacity.

• Prior experience with UT program coordination and program administration.

• Experience with UT student services procedures and/or experience in student personnel programs.

• Knowledgeable of university resources.

• Familiarity with campus culture and student life.

• Demonstrated ability to multi-task and handle concurrent projects with accuracy, diplomacy, and discretion.

• Ability to take initiative and work independently yet can lead and follow as part of a team with an eager willingness to pitch in wherever needed.

• Knowledgeable about the Department of Civil, Architectural, and Environmental Engineering and the Cockrell School of Engineering.

Salary Range

$55,000 + depending on qualifications

Working Conditions

• Work is performed in a standard office environment.

• Repetitive use of keyboard at workstation.

Work Shift

• Standard business hours are Monday – Friday 8:00 a.m. to 5 p.m.

• Work outside of standard business hours, including evenings and weekends, may be required on an occasional basis.

Required Materials

• Resume/CV

• Letter of interest

• 3 work references with their contact information; at least one reference should be from a supervisor

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled into your application. The application is one page, and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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]

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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.