Graduate Program Administrator

Location: UT MAIN CAMPUS, United States of America

Job Posting Title

Graduate Program Administrator

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Hiring Department

Department of Psychology

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

General Notes

The Department of Psychology at The University of Texas at Austin is home to nationally recognized graduate programs that prepare students for careers in research, teaching, clinical practice, and other professional pathways. This position supports the administration of the department's graduate programs and serves as a key resource for students, faculty, and university partners. The successful candidate will coordinate academic and administrative processes related to admissions, student records, degree milestones, advising support, funding, communications, and program operations while helping advance a positive and effective graduate student experience.

What benefits do I receive with UT?  The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.

For more information on college staff professional development, please visit: https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.

Purpose

Provide comprehensive administration and coordination for the Department of Psychology’s graduate programs throughout the student lifecycle, from recruitment and admission through degree completion. The Graduate Program Administrator serves as the primary administrative resource for graduate students and faculty, ensuring that academic records, milestones, communications, appointments, funding information, Graduate Studies Committee activities, events, and accreditation documentation are managed accurately, consistently, and in compliance with departmental, College, Office of Graduate and Postdoctoral Studies, and University requirements.

Responsibilities

Graduate Student Records, Milestones, and Progress to Degree: Maintain complete and confidential graduate student records and tracking systems, including academic progress, funding, employment, alumni information, and career outcomes. Administer annual reviews, qualifying examinations, candidacy, defenses, graduation, leaves, petitions, and other milestones in accordance with departmental, College, and Office of Graduate and Postdoctoral Studies requirements. Monitor progress to degree, identify unresolved requirements, and coordinate complex cases with appropriate leadership. In coordination with the Director of Clinical Training, maintain clinical milestone and accreditation records and provide information needed for practicum and related operational processes.

Student Advising, Policy Guidance, and Communication: Serve as the primary administrative resource for graduate students and faculty, providing reliable guidance on program requirements, deadlines, forms, petitions, registration, holds, enrollment, conference courses, and University resources. Interpret and communicate routine graduate policies and elevate exceptions or sensitive matters to the Academic Affairs Manager, Director of Graduate Studies, Director of Clinical Training, or other appropriate authority. Maintain current graduate program communications, calendars, forms, guidance materials, and web content. Work with the Graduate Studies Committee (GSC), Director of Graduate Studies, Area Leads and Clinical Area leadership to coordinate GSC and graduate faculty meetings and provide administrative support for curriculum proposals, course and catalog updates, program requirements, and graduate course planning.

Recruitment and Admissions: Administer graduate recruitment and admissions from application review through matriculation, including applicant records, faculty-review workflows, admissions meetings, decisions, correspondence, and funding commitments. Coordinate prospective-student visits, recruitment events, and new-student orientation and onboarding with faculty leadership and departmental staff. Provide applicant, fellowship, and budget information to the Department Chair, Director of Graduate Studies, and applicable committees, and prepare fellowship materials for submission to the College and Office of Graduate and Postdoctoral Studies.

Academic Appointment and Funding Coordination: Coordinate and track UTA, TA, AI, and GRA requests, applications, eligibility, course or research assignment, workload, funding, and offer details. Coordinate and track UTA, TA, AI, and GRA requests, applications, assignments, eligibility, workload, funding, and offer information. Correspond with applicants and prepare, distribute, or coordinate required offer letters and agreements. Provide timely appointment, tuition, funding, and payment information to staff responsible for Workday, course scheduling, room assignments, and financial processing; monitor status and resolve information gaps. Administer graduate fellowships, scholarships, awards, and departmental funding competitions, and track individual funding commitments and support packages.

Program Events and Student Community: Coordinate graduate orientation, recruitment weekends, awards activities, visiting events, and other graduate program functions in collaboration with other departmental partners. Support graduate student organizations, professional development initiatives, and community-building act