Departmental Graduate Student Program Manager

Departmental Graduate Student Program ManagerJob ID: 13791Location: El Paso, TXFull/Part Time: Full TimeRegular/Temporary: RegularAbout UTEPhttps://www.utep.edu/UTEP is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.The University of Texas at El Paso is America's leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor's, master's and doctoral degree programs at the only open-access, top-tier research university in America.https://www.utep.edu/scienceThe University of Texas at El Paso's College of Science is committed to advancing scientific knowledge through research, innovation, and education. With a focus on interdisciplinary collaboration and cutting-edge research, the college provides students with hands-on learning opportunities in fields such as biology, chemistry, physics, geosciences, and mathematical sciences. Our mission is to cultivate future leaders in science and technology, while contributing to the scientific and economic development of the border region and beyond.https://www.utep.edu/science/geology/The Department of Earth, Environmental and Resource Sciences (DEERS) at The University of Texas at El Paso is committed to advancing knowledge and preparing the next generation of scientists and professionals in the geosciences. Located at the heart of the geologically rich U.S.-Mexico border region, DEERS provides a unique environment for studying the Earth's dynamic systems and the sustainable management of natural resources.With a diverse and interdisciplinary faculty, DEERS addresses critical issues such as water resources, environmental sustainability, energy, and geohazards. Students benefit from small class sizes, strong mentorship, and hands-on experience through research projects, internships, and international collaborations.Position InformationHiring Department: Earth, Environmental and Resource Sciences (DEERS)Posting End Date: Open until filled.Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility may be occasionally required on evenings and weekends.FLSA status: ExemptEarliest Start Date: As soon as possible.Salary: Commensurate with experience.Required Application Materials:• Resume• Cover Letter• List of three references (Preferred)Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.Purpose of PositionSummary: This position manages the academic progress, advising, and operations for approximately 65 graduate students within the Department of Earth, Environmental and Resource Sciences. The role offers significant autonomy in decision-making, the opportunity to lead program management and development, and the rewarding experience of supporting students in achieving their academic and professional goals.Note: The primary accountabilities below are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed below. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.Statement of Duties and ResponsibilitiesGraduate Admission & Enrollment Support• Advertise and support recruitment efforts for graduate students.• Manage the full application cycle for domestic and international applicants.• Communicate with applicants regarding program requirements and deadlines.• Coordinate with the Graduate School, International Programs Office, and other university units to facilitate admissions.• Track admission decisions and support onboarding of newly admitted students.Student Advising & Progress Monitoring• Guide students through degree requirements, Graduate School policies, and submission of required forms.• Monitor student progress through key academic milestones such as coursework, qualifying exams, proposal/dissertation defense, and graduation.• Ensure timely submission of forms and satisfactory academic progress.• Serve as a resource for both students and faculty regarding academic procedures and expectations.• Assist with annual updates to the department's Graduate Student Handbook.• This is a highly student-facing role requiring regular one-on-one engagement, student mentorship, and clear communication on academic milestones.Administrative Coordination & Policy Management• Maintain accurate and up-to-date student records throughout their academic journey, including tracking admissions, progress toward degree, key milestones, and graduation outcomes.• Establish data sharing procedures for student records.• Monitor that graduate students are appointed, paid, and maintain health benefits in a timely manner.• Ensure program compliance with university, departmental, Graduate School, State, and University policies.• Prepare assistantship offers, tuition waivers, and appointment letters.• Liaise with faculty, Graduate School staff, and other offices to address student needs and program requirements.• Review and analyze departmental practices and procedures and recommend improvements.Event and Communication Management• Plan and coordinate graduate program events, including student orientation, workshops, seminars, proposal/dissertation defenses, open houses, and recruitment activities.• Develop and distribute communications to students and faculty including announcements, deadlines, and updates.• Participate in graduate school initiatives and collaborate with students and faculty.• Manage marketing and communication strategies for the DEERS graduate program using multimedia outlets.• Design and create brochures, newsletters, flyers, website content, and other program materials.• Assist in training and managing teaching assistants and coordinating course schedules.• Serve on committees, boards, or councils as needed.Program and Operational Oversight• Develop and implement administrative procedures for information processing, record keeping, and compliance with funding and reporting requirements.• Compile, verify, and prepare materials for institutional reports, surveys, and assessments.• Promote and support development of the program mission, strategic planning, and policy documentation.• Formulates organizational and operational plans, grants, contracts, or procedures for achieving program goals.Community Engagement and Advocacy• Serve as an advocate for the DEERS graduate program within the university and broader community.• Promote cooperation and understanding of the program through public speaking, outreach, and collaboration with stakeholders.• Maintain alumni contact lists for DEERS graduate program and annually communicate with alumni.Other duties as assigned.Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functionsRequired Qualifications:Education: Bachelor's degree from a four-year college or university within the area of assigned responsibility.andExperience: Five years of related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.Preferred Qualifications:Communication: Clear, professional communicator with strong interpersonal skills; effective with students, faculty, and diverse groupsOrganization: Skilled in multitasking, time management, and coordinating eventsPolicy Knowledge: Familiar with Graduate School policies; able to interpret and explain proceduresProfessionalism: Detail-oriented, reliable, student-focused; able to work independently and in teamsAdditional InformationPhysical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to use hands to feel; reach with hands and arms; and talk or hear. The employee is regularly required to stand; walk; sit; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and move up to 10 lbs.Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level for this work environment is moderate.In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.The University of Texas at El Paso is an Equal Opportunity/Affirmative Action employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, sexual orientation, or gender identity in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee's or prospective employee's right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972. Inquiries—including the filing of a Formal Complaint or reporting an incident—about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at (915) 747-8358, by email at mailto:titleix@utep.edu, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 312.For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at mailto:eoaa@utep.edu.To apply, visit https://apptrkr.com/6432314jeid-c8bbf19cc2a15342b132abdf7e3d5bb5