Senior Academic Program Coordinator – Astronomy Department

Senior Academic Program Coordinator – Astronomy Department

Requirements

• Bachelor’s Degree.
• Five years of responsible level experience in program administration or program coordination.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills.
• Proficiency in Excel and records management.
• Proficient with standard office computing software.
• Experience planning events.
• Ability to be adaptable, use initiative, work independently, and as an integral member of multiple teams.
• Professional demeanor.
• Adheres to confidentiality policies.
• Demonstrated good judgment.
• Relevant education and experience may be substituted as appropriate.

Responsibilities

• First point of contact for undergraduate students, assisting with advising students and faculty, registration, scholarships, and awards coordination.
• Provides administrative support to the Undergraduate Studies Executive Committee (UGSEC) assisting with all undergraduate program matters.
• May assist with coordination of summer undergraduate research programs.
• Serves as departmental sponsor for the Astronomy Students Association (ASA).
• First point of contact for all prospective graduate students, providing information about programs and admission procedures.
• Coordinates all phases of graduate admissions for department, working closely with the Graduate Admissions Committee, department chair, and faculty recruiters.
• Plans and executes annual graduate recruiting events, including group seminars, interviews with faculty, official dinners, and host reimbursements.
• Assists the Graduate Studies Committee (GSC) students and faculty with clarification and interpretation of institutional rules and regulations.
• Advises students on various related matters.
• Assists undergraduate and graduate students with registration matters, including class enrollment, adds and drops, tuition payments, waivers and bars.
• Serves as liaison to the International Office, Graduate School, Graduate and International Admissions Center (GIAC) and Registrar’s office.
• Serves as course scheduler for all AST courses, working with the graduate and undergraduate faculty course schedulers to make sure that all course offerings and updates are entered into Class Manager.
• Provides administrative support for all academic related matters.
• Writes correspondence and reports, assists with grade reporting and class rosters, and serves as Course Evaluation System (CES) and Faculty and Student Electronic Tracking (FaSET) administrator.
• Attend graduate coordinator meetings, prepare statistical information for various organizations, prepare miscellaneous reports, and perform other job-related duties.
• Coordinates the department’s graduate student funding in coordination with the chair and the business and human resources offices, including teaching assistants (TA), graduate research assistants (GRA), scholarships, fellowships and award programs.
• Monitors the department’s graduate excellence funds for tuition, travel and recruitment allocations.
• Maintains content on departmental academic web pages.
• Supports other team members as needed.
• Performs other related functions as assigned.

Preferred Qualifications

• Master’s Degree.
• Three or more years of responsible level experience in program administration or program coordination at an institution of higher education or related educational institution.
• Experience working with students, staff and faculty populations in an academic department.
• Experience in course scheduling.
• Demonstrated experience with basic accounting functions, program budgets, and internal and external fellowship awards.
• Knowledge of University of Texas operating policies and procedures.
• Experience with UT Applications such as FRMS, NRCRIN, NRRECS, Advisors Toolkit, Course Scheduling, etc.