Graduate Program Administrator

Posting Details

Posting Details

Posting Number S07185P Position Title Graduate Program Administrator Functional Title Graduate Program Administrator Department Physics Salary Range $54,000 Depending on Qualifications Pay Basis Monthly Position Status Regular full-time Location Richardson Position End Date (if temporary) Posting Open Date 08/10/2026 Posting Close Date 09/07/2026 Open Until Filled Yes Desired Start Date Job Summary

The Graduate Program Administrator is responsible for administering and coordinating all aspects of the Physics graduate program, including graduate admissions, enrollment, academic progress, student funding, teaching and research assistant appointments, international student support, degree certification, and graduate program operations. This position serves as the primary resource for graduate students, faculty, department leadership, and university offices on graduate education policies, procedures, and academic requirements. The incumbent independently interprets university and departmental policies, resolves complex student issues, coordinates with multiple campus partners, and ensures compliance with institutional, state, and federal regulations while supporting the successful progression of graduate students from admission through graduation.

Minimum Education and Experience

Associates degree. Five years of administrative assistant or office manager experience. Two years of budgeting or accounting experience. Equivalent combination of education and experience may be considered.

Preferred Education and Experience

Preferred Qualifications

• Master's degree in Higher Education Administration, Business Administration, Public Administration, or a related field.
• Five (5) or more years of experience supporting graduate academic programs in a higher education environment.
• Experience administering graduate admissions, student records, academic progress, assistantship appointments, and graduate funding.
• Experience interpreting and applying university policies, procedures, and academic regulations.
• Experience working with international students and immigration-related processes (e.g., ISSO).
• Experience with student information systems (PeopleSoft or similar), document management systems (OnBase), Microsoft Office Suite, and database/spreadsheet management.
• Demonstrated ability to manage multiple priorities, maintain confidential information, and communicate effectively with students, faculty, administrators, and external agencies.

Other Qualifications

To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

Essential Duties and Responsibilities

• Serve as the primary administrative contact for graduate students, providing guidance on departmental, school, and university policies, procedures, and academic requirements.
• Monitor graduate student academic progress and ensure compliance with degree milestones, university regulations, and graduation requirements.
• Track completion of academic benchmarks and proactively communicate with students regarding outstanding requirements.
• Coordinate graduate admissions, enrollment, assistantship appointments, registration, degree plans, graduation certification, and related academic processes.
• Coordinate with faculty, Department leadership, Graduate Education, ISSO, the Registrar, Financial Aid, and other university offices to resolve complex student and program matters.
• Interpret and apply departmental, school, and university policies related to graduate education, academic standing, enrollment, and student funding.
• Maintain graduate student records, databases, and program documentation while ensuring data integrity and compliance with institutional policies.
• Coordinate graduate program activities, including qualifying examinations, orientations, recruitment events, and student funding processes.
• Prepare reports, maintain program records, and support continuous improvement of graduate program operations.
• Represent the department at graduate recruitment events, conferences, and outreach activities to recruit prospective graduate students.
• Perform other duties as assigned.

Physical Demands and Working Conditions

• Work is primarily performed in a standard office environment.
• Requires prolonged periods of sitting and frequent use of a computer and standard office equipment.
• Requires occasional walking across campus to attend meetings or support departmental events.
• Requires the ability to communicate effectively in person, by telephone, email, and virtual meeting platforms.

Physical Activities Working Conditions Additional Information

Remote Notice: After the probationary period, this role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after approval.

What we have to Offer:

UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefit package including:

• Competitive Salary
• Tuition Benefits
• Medical insurance - including 100% paid employee medical coverage for full-time employees
• Dental Insurance
• Vision Insurance
• Long and short-term disability
• Retirement Plan
• Paid time off
• Paid Holidays

About UT Dallas

The University of Texas at Dallas is committed to graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world. UT Dallas is a place where members of the community are welcomed, treated fairly, and encouraged to their pursuit of excellence.

UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.

Visit https://hr.utdallas.edu/employees/benefits/ for more information.

Special Instructions Summary Important Message

1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.

2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Please indicate years of experience working with students in general (non-supervisory):

• None

• Less than one year

• One to three years

• Three to five years

• Five years plus

• How many years of work experience in a higher education environment do you have?

• None

• Less than two years

• Two to five years

• Five to seven years

• More than seven years

• Please describe any/all experience related to this position.

(Open Ended Question)

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Veteran Employment Preference - Form DD-214