Shire Jobs

Program Administration:Provide student application, registration, and enrollment support and maintain student records and databases. Initiate/maintain student records, process and track all fellowship distributions and tuition payments. Maintain records on students fellowships and their statuses. Prepare/maintain statistical reports. Update student handbook annually. Provide in-person support for all WRT courses, faculty, and graduate advisor. Keep up to date with University requirements and procedures, maintain required authorizations, and attend process training sessions as needed.Admissions and Recruitment:Answer applicant inquires by phone or email. Process/organize applicant materials: Coordinate admissions screeners training and access to application files and facilitate screener payments.Create admissions databases and spreadsheets for sharing applicant information among faculty committees. Plan/attend Admissions Committee meetings; counsel faculty on applicant information, prepare/submit fellowship applications to Graduate School; maintain correspondence with applicants and referees; maintain applicant database. Assist with organization and maintenance of admission virtual interviews, crafting of offer letters, and data collection and entry for assessment of recruitment practices.Plan all aspects of student recruiting visits, including 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 getting started and managing their first semester at UT, including directing international admits to resources to 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 in EASI. 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 affiliate departments and around the university, provide course registration and notification to students of enrollment bars.Answer queries from students regarding issues such as add/drops, late registration, grade changes; liaise with University offices to obtain approvals for petitions as required.Coordinate class registration with English, Theater and Dance, and the RTF Departments as needed.Coordinate thesis defense meetings. Provide guidance to graduating students on thesis submission per Graduate School policies/rules.MCW course oversight, meetings and events:Responsible for departmental course scheduling via Class Manager.Provide onsite coordination/support for classes 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 graduation functions each year. Attend Graduate Coordinator Network Meetings. Attend and assist with other program events as required.Communications and Daily Operations:Provide information to the Director, Operations Manager, 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 students and Office of Graduate Studies, (GIAC), English, Theater and Dance, and the RTF Departments.Support marketing of graduate program. Promote the program via email lists, Facebook, Twitter, Instagram, and other m ans. Review and update program web pages, brochures, and other marketing materials. Participate in online and onsite information sessions.Serve as primary full-time front desk representative (along with the part-time administrative assistant) 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. Collaborate effectively with MCW staff to ensure business operations are met and MCW student and faculty experience is supported.Other special duties as assigned.