Education Program Coordinator, Department of Sociology

Boulder, CO
Oct 10, 2017
Institution Type
Four-Year Institution

Job Summary:
The Department of Sociology is now accepting applications for an Education Program Coordinator. This position is responsible for the 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 process 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 Department of Sociology at the University of Colorado Boulder can be found in the Ketchum Building. Our department has nearly two dozen full-time faculty members and our research spans many common areas of specialization, with highly respected scholarship in qualitative and quantitative methodology.
As a well-respected center for teaching and research in its own right, the Department of Sociology at the University of Colorado is increasingly recognized for its world-renowned research and teaching faculty, its respected programs, and its active and engaged graduate student body.

What your key responsibilities will be:
Graduate Program Management and Administration

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

  • 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, Graduate School as required.
  • Identify student eligibility for achievements and awards.
  • Coordinate with faculty to identify potential awards and applicants, notify students, assists with provision of information about application processes and work with faculty to ensure that applications are complete.
  • Develop and collaborate with the Graduate Director academic year teaching assignments.
  • Draft semesterly offer letters for Teaching Assistants, Research Assistants and Graduate Program Teaching Instructors, etc.
  • Implement all hiring processes, inform students about processes and procedures and work closely with Campus HR Payroll Office to ensure smooth hiring process and resolve questions.
  • Administer work study and hourly hiring processes during academic year and summer. Track hours, funding distribution, and timesheet approvals.
  • Track work study awards and funding distributions.
  • Nominate faculty and outside authorities for Graduate Faculty Appointments, which enables 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 faculty admissions committee chair and graduate director of potential or actual problems with graduate application processes and recommend 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. Petitions the University on behalf of individual students.
  • Process necessary student documents; special action forms, grade changes and degree paperwork.
  • Serve as department 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 directs students to ISSS, Counseling Services, etc.
  • Follow 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.
  • Have knowledge of COGNOS reporting in CU-SIS as well as update of departmental database used for ongoing surveys and University Fellowship applications.
Process Improvement
  • Expand information about program resources by collecting, interpreting and reporting data to evaluate admissions, recruiting, diversity planning, and funding processes and awards. Recommends modifications or improvements, based on analysis of operations, demographics, and other research information.
  • Undertake a review of the 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 program web content to ensure accurate and timely dissemination of program details on the Sociology department website.
  • Serve as a close collaborator and backup to the Sociology Department Undergraduate Program Assistant.
  • Participate as a member of the Sociology Graduate Committee.

What we can offer:
The anticipated starting salary for this position is $47,000/ annually.

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 engaged. Be inclusive. Be successful. Be Boulder.


What we require:
• A bachelor's degree from an accredited institution.
• 3-5 years of experience in undergraduate or graduate student program administration.
• Experience working with educational policies and procedures in higher education.

What you will need:
• Proficient computer knowledge and skills with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel, and Power Point.
• 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.
• Potential to assume a leadership role.
• Knowledge of policies and procedures in higher education.
• Demonstrated ability to work effectively in a team and within other collaborative work situations.
• Demonstrated ability to work independently and assume responsibility for initiating and completing critical functions in the management of educational programs.

What we'd like you to have:
• 5-6 years of experience in undergraduate and graduate student program administration in higher education.
• Prior experience with University Student Information Systems (e.g., CU-SIS, Singularity, Apply Yourself)
• Experience working with enrollment management programs that include orientation, international student transition, outreach to new students and/or other recruitment and retention activities.

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 October 22, 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. Must include date ranges and whether full time or part time work.
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-11346.
Please do not upload references at this time.

Job Category: Academic Services

Primary Location: Boulder

Department: B0001 -- Boulder Campus - 10219 - Sociology

Schedule: Full-time

Posting Date: Oct 9, 2017

Closing Date: Oct 22, 2017, 10:59:00 PM

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email:

Position Number: 00740216


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