Education Program Coordinator

Boulder, CO
Sep 13, 2017
Position Type
Tenured & Tenure-Track
Institution Type
Four-Year Institution

This position is responsible for oversight, management, and administration of the graduate program. This includes collaborating with faculty, staff and students to implement strategies to enhance the opportunities, performance, retention and graduation rates of the students. The position serves as the clearinghouse for rule, policy and graduate program changes and is responsible for informing faculty, staff and students of these changes as well as developing strategies to implement those changes.

Management of the graduate student application and recruitment process is an essential function of the position including assuring that applications are complete for review by the admissions committee so that recruitment can be completed in a timely manner. The position advises students of admissions policies and information about the graduate program followed by planning and organizing graduate student recruitment weekends, extending offers, and tracking and documenting acceptances and rejections. New and continuing students are advised throughout the program and their progress is tracked. This position serves as the initial contact for inquiries, assisting with problems, and advising for completion of the program.

Who we are:

The CU Boulder English Department houses distinguished faculty working in every major field of English and American literature, and, in many cases, developing new fields of inquiry. From Anglo-Saxon literature to digital media studies, from the first English novels to contemporary graphic novels, faculty and students work to advance our understanding of the English Language's cultural and literary history.

What your key responsibilities will be:

Graduate Program Management and Administration

Maintain daily programmatic responsibilities for the department.
  • Coordinate procedures and policies between the Graduate School and the College of Arts and Sciences as well as with various other departments on campus.

Advise graduate students on admission, course work, degree requirements, University/Department policies and regulations, critical deadlines, etc.
  • Maintain graduate student records, track progress and provide reports to the department, College and Graduate School as required.

Identify student eligibility for achievements and awards.
  • Coordinate with faculty to identify potential awards and applicants.
  • Notify students and assist with provisions of information about application processes while working with faculty to ensure that applications are complete.

Develop and collaborate with the Graduate Director academic year teaching assignments.
  • Draft semesterly offer letters to Teaching Assistants, Resident Assistants and Graduate Program Teaching Instructors, etc.
  • Implement all hiring processes.
  • Inform students about processes and procedures and work closely with the Campus HR Payroll Office to ensure a smooth hiring process.
  • Conduct work study and hourly hiring processes during the academic year and summer.
  • Track hours, funding distribution and timesheet approvals.
  • Track work study awards and funding distributions.
  • In addition, nominate faculty and outside authorities for Graduate Faculty appointments, which enable them to teach graduate level courses, sponsor Independent Study at the graduate level and be committee members of defenses and examinations of individual students in the department.

Coordinate on-campus functions such as the new student orientation for incoming graduates and graduate student teaching assistants.
  • Keep students apprised of pertinent information for graduate education and career opportunities.

Collaborate with Office Manager and Graduate Director to manage graduate program budgets including university fellowship and recruitment funds, department graduate program operating budget and gift funds.
  • Process travel-related payments and reimbursements, stipends and awards for graduate students.

Guide students who are nearing graduation with scheduling of thesis and dissertation defenses, submitting final Graduate School documents and other requirements for graduation.
  • Assist in organizing and conducting department commencement ceremony where applicable.

Graduate Recruiting

Manage the administration of graduate recruiting with the faculty admissions committee and department support staff throughout the entire process.

  • Advise the faculty admissions committee chair and Graduate Director of potential or actual problems with graduate application processes and provide recommended solutions to enhance the recruitment process.

Develop and implement processes to meet the needs of the department admissions protocols including systems to assist in analyzing and evaluating relevant data of applicant pool.

Track electronic application files through faculty review and admit process.
  • Determine/implement schedules and itineraries for graduate applicant recruitment visits to campus that are compliant with campus regulations and meet departmental budget requirements.
  • Develop and disseminate visit itineraries for recruits with faculty and current graduate students.
  • Submit official admissions documentation in a timely manner and handle all student correspondence regarding application requirements and admission decisions.


Advise graduate students from the time they apply to the program to the time they graduate to ensure a smooth and positive experience over their tenure in the program and to relieve the Chair and the Graduate Director of these duties.
  • Monitor student enrollment each semester and provide information for A&S Student Request Analysis.

Counsel students on rules, regulations, policies, programs and timeframes of the department and the Graduate School.
  • Devise and develop strategies to resolve issues with appropriate actions including financial aid, housing, records, billing, graduation verification, enrollment verification, ineligible appointments, incorrect or late grades, etc.
  • Petition the University on behalf of individual students.
  • Process necessary student documents; special action forms, grade changes and degree paperwork.
  • Serve as graduate drop/add coordinator.

Meet with students and faculty as a group and on an individual basis to provide clear interpretation of rules, regulations and policies required by the college, Graduate School, Financial Aid and International Student and Scholar Services.

Serve as a resource and direct students to ISSS, Counseling Services, etc. Follows up to ensure that students have correct and current information and know how to act upon it.

Assessment and Information Management

Generate reports (enrollment statistics, student data tracking, data compilation) as requested for assessment of progress and general student tracking.

Process Improvement

Work to expand information about program resources by collecting, interpreting and reporting data to evaluate admissions, recruiting, diversity planning, and funding processes and awards.
  • Recommend modifications or improvements, based on analysis of operations, demographics, and other research information (this requires continuous development of new perspectives and skills to improve processes).

Review webpages, compare with other departments on campus and across peer institutions, and evaluate for features such as scope of content, ease of use by domestic and international students, etc.

Department Specific Duties/Information

Coordinate graduate student web content and marketing materials to ensure accurate and timely dissemination of program details on English department website.

Serve as a backup to the English Department Undergraduate Program Assistant.

What we can offer:

The anticipated starting salary for this position is in the low to mid $40,000's, commensurate with experience..

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be diverse. Be collaborative. Be adaptable. Be Boulder.


What we require:

• A bachelor's degree and 2-5 years of experience in undergraduate or graduate student program administration.

• Experience working with educational policies and procedures in higher education.

What you will need:

• Ability to work independently and with responsibility for initiating and completing tasks.

• Ability to communicate effectively both orally and in writing, with a variety of professionals, administrators, and students.

• Proficient computer knowledge and skills with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel, and Power Point.

• Potential to assume a leadership role.

What we'd like you to have:

• 5-6 years of experience in undergraduate and/or graduate student program administration in higher education.

• Knowledge of policies and procedures in higher education.

• Demonstrated ability to work independently and assume responsibility for initiating and completing critical functions in the management of educational programs.

• Demonstrated leadership ability.

• Ability to communicate effectively both orally and in writing, with a variety of professionals, administrators, and students.

• Prior experience with University Student Information Systems (e.g., CU-SIS, CU-Data, Slate)

• Demonstrated ability to work effectively in a team and within other collaborative work situations.

• Experience working with programs that include orientation, international student transition, outreach to new students and/or other recruitment and retention activities.

• Experience with grant proposals and subsequent administration of the awards.

Preferred qualifications may be used to further reduce the pool of applicants to those who are most highly qualified.

Special Instructions to Applicants:Please apply by September 26, 2017.

If you have technical difficulties submitting application information, please contact the CU Careers help desk at All other job related inquiries should be directed to the posting contact for this posting.

Application Materials Required:Cover Letter, Resume/CV

Application Materials Instructions:To apply, please submit the following materials to this posting at

1. A current resume.
2. A cover letter that specifically addresses the job requirements and outlines qualifications.

Please combine materials into one document and upload as titled: Last-First-10221.
Please do not upload references at this time.

Job Category: Academic Services

Primary Location: Boulder

Department: B0001 -- Boulder Campus - 10232 - English-Creative Writing

Schedule: Full-time

Posting Date: Sep 11, 2017

Closing Date: Sep 26, 2017, 10:59:00 PM

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email:

Position Number: 00735634