Graduate Program Administrator

About the Role

The Department of Psychology at The University of Texas at Austin supports nationally recognized graduate programs. This position is a key administrative resource for students, faculty, and university partners, coordinating academic and administrative processes for graduate programs from recruitment through degree completion.

Key Responsibilities

• Graduate Student Records, Milestones, and Progress to Degree:
• Maintain 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.
• Monitor progress to degree and coordinate complex cases.
• Maintain clinical milestone and accreditation records in coordination with the Director of Clinical Training.
• Student Advising, Policy Guidance, and Communication:
• Provide guidance on program requirements, deadlines, forms, petitions, registration, holds, enrollment, conference courses, and University resources.
• Interpret and communicate graduate policies.
• Maintain graduate program communications, calendars, forms, guidance materials, and web content.
• Coordinate Graduate Studies Committee (GSC) and graduate faculty meetings.
• Provide administrative support for curriculum proposals, course and catalog updates, program requirements, and graduate course planning.
• Recruitment and Admissions:
• Administer graduate recruitment and admissions, 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.
• Prepare fellowship materials for submission.
• 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.
• Prepare, distribute, or coordinate required offer letters and agreements.
• Provide appointment, tuition, funding, and payment information.
• Administer graduate fellowships, scholarships, awards, and departmental funding competitions.
• Program Events and Student Community:
• Coordinate graduate orientation, recruitment weekends, awards activities, visiting events, and other graduate program functions.
• Support graduate student organizations, professional development initiatives, and community-building activities.
• Data, Reporting, and Accreditation Support:
• Develop and maintain graduate program tracking systems and reports for student progress, program effectiveness, outcomes, accreditation, program review, and institutional reporting.
• Generate reports for departmental, College, Office of Graduate and Postdoctoral Studies, accreditation, and University purposes.
• Other Duties:
• Serve as the graduate program liaison to the College of Liberal Arts, Office of Graduate and Postdoctoral Studies, Texas Global, and other University offices.
• Participate in professional development, training, and meetings.
• Perform other related duties to support the graduate program.

Requirements & Tech Stack

• Bachelor's degree
• Five years of experience related to graduate student program coordination.
• Experience with academic advising and monitoring student degree progress.
• Outstanding customer service skills.
• Proven ability to collaborate effectively, work independently, and remain flexible and responsive under high stress.
• Strong organizational skills, with the ability to manage large volumes of data and multiple concurrent caseloads with a high level of accuracy and attention to detail.
• Ability to prioritize effectively and meet deadlines.
• Experience managing budgets, purchasing, or financial tracking.
• Established history of excellent attendance and punctuality.
• Relevant education and experience may be substituted as appropriate.

Qualifications

• Master's degree in counseling, educational administration, or a related field (preferred).
• Experience with UT or UT System (special consideration).
• Knowledge of psychology curriculum (special consideration).
• Experience developing and implementing new initiatives for graduate student recruitment and placement.
• Experience with assessment, measurement, and reporting systems.
• Extensive knowledge of Microsoft Office.
• Proven ability to provide practical solutions to complex issues and exercise sound discretion and independent judgment in interpreting and implementing program, school, and university policies.

Working Conditions

• Typical office environment.
• Work performed primarily at a computer.
• Occasional extended work hours may be required.

Salary Range

• $61,000+ depending on qualifications.

Required Materials

• Resume/CV
• 3 work references with their contact information (at least one supervisor).
• Letter of interest.