Graduate Administrative Program Coordinator

Graduate Administrative Program CoordinatorHiring Department: James A Michener Center for WritersPosition Open To: All ApplicantsWeekly Scheduled Hours: 40FLSA Status: Exempt from FLSAEarliest Start Date: Dec 07, 2026Position Duration: Expected to ContinueLocation: UT MAIN CAMPUSThe James A. Michener Center for Writers is one of the top five graduate creative writing programs in the world. Administered under the Office of Academic Affairs and reporting to the Executive Vice President and Provost, the Michener Center can receive upwards of over 1000 applications a year and accepts fewer than 1% of applicants. The program spans three years and offers 12 fellows each year unparalleled funding. The extraordinary faculty and alumni have received honors from the Pulitzer Prizes, the National Book Foundation, Oprah's Book Club, and many others. Located in the historic J. Frank Dobie House, the Michener Center for Writers is a jewel in the crown of UT Austin, and its faculty and fellows are crafting literary art that reaches national and international audiences.You will be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you are the type of person that wants to know your work has meaning and impact, you will appreciate working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)Vision, Dental, Life, and Disability insurance optionsPaid vacation, sick leave, and holidaysTeachers Retirement System of Texas (a defined benefit retirement plan)Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)Flexible spending account options for medical and childcare expensesTraining and conference opportunitiesTuition assistanceAthletic ticket discountsAccess to UT Austin's libraries and museumsFree rides on all UT Shuttle and Capital metro buses with staff ID cardMust be eligible to work in the US on a full-time basis for any employer without sponsorship.PurposeTo administer and coordinate the Michener Center for Writers graduate degree program and provide office support. Responsible for coordinating all phases of graduate degree activities.ResponsibilitiesProgram 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 committee's 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 and oversee 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, provide course 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 supportMCW 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 graduation 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 Required QualificationsBachelor's Degree and three years' experienceDemonstrated strong and consistent in-person attendance.Proficiency with Microsoft Excel, Outlook, and WordCompetencies: Ability to organize, prioritize, multi-task and meet deadlines. Strong accuracy and attention to detail, initiative skills, ability to follow directions, and critical thinking. Effective and responsive communication.Excellent interpersonal skills and ability to positively interact and clearly communicate with supervisor, co-workers and all constituents including outside vendors, faculty, staff, and students.Demonstrated ability to prioritize tasks and work independently to complete those tasks.Relevant education and experience may be substituted as appropriate.Preferred QualificationsGraduate coordinator experience. Experience with Class Manager, Canvas, EASI, Course Scheduler, FASET, My CIS. Experience with scholarship processing.Advance skills in the use of Microsoft Office applications including Excel.Knowledgeable of university resources, policies, and procedures especially related to graduate education.Demonstrated agility with change management and working in a fast-paced environment with competing deadlines.Salary Range$55,000 + depending on qualificationsWorking ConditionsWork is performed in a standard office environment.Repetitive use of keyboard at workstation.Lifting and moving up to 50 lbs.Periodic travel and work outside standard business hours may be requiredRequired MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interest