Graduate Administrative Program Coordinator

Program Administration:Maintains centralized program records, templates, and documentation. Prepare/maintain statistical reports. Prepare annual student handbook updates. Supports program reviews.Keep up to date with University requirements and procedures, maintain required authorizations, and attend process training sessions as needed. Communications and Daily Operations:Serve as primary full-time front desk representative for the Dobie House. Act as initial point of contact for visitors and students, including welcoming guests, answering telephones, delivering mail, and responding to routine questions.Coordinate use of conference/office rooms and assist with maintaining office supplies, setting up student mailboxes, and distributing mail. Review MCW email account and respond or route to appropriate staff as needed.Check in/out MCW library books.Report facilities and maintenance issues as needed.Provide information to the Director, Assistant Director, MCW staff, and relevant individuals and committees on University policies, individual students, and other departmental matters as needed. Maintain effective communications with and act as a liaison between Michener Center students and the Office of Graduate and Post-doctoral Studies, and graduate coordinators and faculty in other departments for student course needs.Collaborate effectively with MCW staff to ensure business operations are met and MCW student and faculty experience is supported. Admissions and Recruitment:Serves as primary contact for graduate student applicant communications providing consistent and professional information.Process/organize applicant materials: Coordinate admissions screeners training and access to application files and facilitate screener payments. Facilitate faculty committee access to admissions databases and spreadsheets. Plan/attend Admissions Committee meetings; counsel faculty on applicant information, prepare/submit fellowship applications to Admissions Office, maintain correspondence with applicants and referees;Support admission committees recruitment efforts including planning student recruiting visits, group meals, faculty/student introductions, process related RTAs and travel reimbursements.Manage communications with incoming students to ensure they have up-to-date information on managing their first semester at UT, including directing international admits to resources, facilitate insurance and stipend payments are available in a timely manner. Plan and present at MCW new student orientation. Advising and Degree Progress:Maintain Graduate Coordinator desktop and degree audit system.Advise students andoversee issues regarding enrollment and University requirements for progress toward degree. Monitor and ensure that every student completes degree milestones on-time, and is aware of their graduation requirements.Compile list of potential classes for MCW fellows each semester from around the university, providecourse registration and notification to students of enrollment bars. Advocate for and coordinate class registration with outside departments as needed.Facilitate add/drops, late registration, grade changes; liaise with University offices to obtain approvals for petitions as required.Coordinate thesis defense meetings. Provide guidance and administrative support MCW course, meetings, and events support:Responsible for departmental course scheduling via Class Manager.Provide onsite coordination/support for classes, WRT faculty office hours, and student/faculty meetings scheduled at J. Frank Dobie House. Ensure that audiovisual aids and related equipment needs are met for WRT courses.Responsible for course instructor surveys. Assume primary responsibility for ensuring that grades are entered prior to deadline each semester. Process grade changes, contacting students and faculty as needed.Plan and coordinate Graduate Studies Committee meetings and questionnaires, take meeting minutes.Attend and assist with MCW student readings and gra uation functions each year including set up and break down of event space. Attend and assist with other program events as required. Other duties as assigned