Graduate Advisor and Program Coordinator

Job description

The Graduate Advisor and Program Coordinator supports the College of Engineering and Applied Science (CEAS) by providing academic and developmental advising for Graduate students in the Materials Science Engineering program. This position primarily recruits, admits, and advises students about the nature and content of the curriculum and discipline in the Graduate program and facilitates the development of mentoring relationships between faculty and students. The position also intervenes with students having academic difficulty and creates a sense of community for both Masters and PhD students through events and professional development seminars. The position manages the processes relevant to maintaining payroll files and expense transfers, website maintenance, as well as supervision of student assistants. This position formally reports to the MSE Faculty Director. Proof of eligibility to work in the United States must be produced within three (3) days of hire.

Who we are:

The Materials Science and Engineering (MSE) Program is focused on enhancing materials science and engineering research and education at the University of Colorado Boulder by leveraging campus wide resources, expertise and facilities, promoting impactful research efforts which enable students to begin a distinguished career in the material sciences field.

What your key responsibilities will be:

Graduate Student Advising

  • Maintain graduate student database content for use in advising and tracking students' adequate progress; develop and update degree plans; review and approve plan of study and transfer credit requests, distinguishing between routine cases and those that require faculty involvement; add and release advising holds on student accounts as appropriate; work directly with others to handle registration issues; and advise students on their graduation status; assist students with change of grades, registration issues, credit transfers, TOP, course forgiveness, and provisional admissions.
  • Manage the graduation process; distribute deadlines, collect forms, verify accuracy, obtain signatures, submit to the Graduate School and confirm graduation lists.
  • Meet individually with graduate students to determine progress in the program. Recommend corrective actions for graduate students who are not meeting program goals or requirements.
  • Coordinate with the Associate Director on the administration of comprehensive and PhD preliminary exams.
  • Manage and coordinate MSE participation in Faculty Course Questionnaires (FCQs).
  • Develop and maintain a program calendar for the student advising process as well as events and ensure that the calendar is communicated to appropriate MSE faculty and leadership as necessary.
  • Advise and counsel current students, faculty and staff on policies, procedures, rules, regulations, and graduation requirements - is deeply knowledgeable about department, college, and Graduate School policies and procedures.
  • Maintain an awareness of possible gender and racial issues that affect students' matriculation through the program.
  • Acts as a liaison between the Office of International Student & Scholar Services (ISSS) and students, initiating visa documentation, providing information and guidance to ensure and maintain legal status within this country.

MSE Admissions and Recruitment
  • Evaluate graduate student applications for completeness and minimum entry requirements for evaluation and review, takes instruction from faculty and Faculty Director and Assistant Director on any final PhD and MS admission decisions.
  • Develop and administer the graduate admissions and review process; review the standards for admissions based on previous years' data; make recommendations and discuss program admission and recruiting goals with the MSE leadership of changes in the graduate application review process to ensure that high-quality applicants are recruited for/admitted to the graduate program.
  • Manage the new student recruitment process including coordinating recruitment events, managing student applications and admissions and reviewing eligibility credentials.
  • Disseminate information regarding specific MSE focus-area research opportunities and curriculum requirements, available university services, department and Graduate School regulations and policies, and general information about the surrounding Boulder community.
  • Cultivate relationships with prospective US-based and international students via e-mail, phone calls, blogs, website, etc.
  • Work with the registrar office, student records leaders, and academic advisors across campus to recommend best practices for various ISSS and student record-related issues.
  • Implement the fall graduate admissions review process and tracks applications received. Position is responsible for the data stored in the electronic admissions review process used by the MSE Graduate Admissions Committee.
  • Develop and maintain a program calendar for the admissions process and ensure that the calendar is communicated to appropriate personnel as necessary.
  • Serve as main point of contact for all applicants to the graduate program and guides applicants through the entire application process. The position will advise prospective graduate students about program offerings, requirements for admittance into MSE's graduate programs by following college and departmental academic policies and procedures.
  • Design and determine the process for gathering, maintaining, and analyzing graduate statistics and recruitment data regarding applicants, matriculants and graduates, and benchmarks against peer programs.
  • Design and determine the process for utilizing graduate fellowships as a tool for recruiting the top applicants to the graduate program and recruitment data.
  • Work with the Faculty Director and Assistant Director to determine the process and standards for selecting MSE fellowships, recipients of other various awards, and maintains regular work contacts to verify that fellowships are properly awarded.

Office Management and Website Maintenance
  • Effectively manage all aspects of MSE program office, identifying the need for new or revised policies and procedures, then developing and implementing these guidelines to ensure effective and efficient performance of duties and workflow.
  • Responsible for MSE website administration, to reflect updates and changes in the program. The website is an important recruitment requiring frequent updates and must follow branding guidelines established by the University.
  • Supervise student assistants and temporary aides, as assigned.

Personnel Administration
  • Maintain employee payroll files for graduate research assistants, student assistants, and temporary aides. Identify and track all payroll-related adjustments and journal entries, and processes payroll expense transfers. Work with the HR Service Center on these matters.
  • Responsible for the preliminary assignment, verification of salary parameters, and offer letters of graduate Student Assistants (SAs) and Teaching Assistants (TAs) to specific courses using the program objectives and regulations established by the Faculty Director.

Finance Administration
  • Track and analyze all general fund, auxiliary, grant and gift accounts to ensure accuracy in posting of revenues and expenses.
  • File and track regular budget requests from CEAS, the graduate school or other university units.
  • Interface with CEAS financial personnel to insure proper revenue distribution from Professional Master's courses and sharing of such revenues with other departments under applicable agreements.

Faculty Director Support
  • Assist the Director with organization of the program's administrative structure, recommending changes and updates and implementing these modifications.
  • Maintain the Director's calendar; facilitate meetings involving internal and external resources and track the timely completion of action items arising from these collaborations.
  • Process travel expenses in accordance with travel and expense policies.
  • Undertake other duties and responsibilities as assigned.

What we can offer:

The anticipated starting salary for this position is $48,000.00, 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 supportive. Be collaborative. Be informed. Be Boulder.


What we require:
  • Bachelor's degree from an accredited university.
  • One year of professional-level experience as an academic advisor in higher education or other relevant experience.

What you will need:
    • Excellent communication, interpersonal, and organizational skills.
    • Ability to work independently as well as on a team.
    • Proficiency in Microsoft Office applications, including Access, Word, Excel and PowerPoint.
    • Analytical and problem-solving skills.
    • Demonstrated ability to establish and maintain effective and trusting working relationships with faculty, administrators, and staff.
    • Sensitivity to and appreciation of cultural, political and geographical differences, with ability to work well with faculty, staff and students from around the world.

What we'd like you to have:
    • Two years of professional-level experience as an academic advisor in higher education with experience in online admissions and student information systems.
    • Supervisory experience.
    • Familiarity with HTML and/or experience using Drupal or similar website content management programs.
    • Experience working with the academic and administrative structure, procedures, rules, expectations, policies, regulations, and formal and informal norms affecting students in a graduate program.
    • Experience in recruitment and/or marketing serving as a liaison to link individuals or groups to varied resources.
    • Knowledge of administrative, budgetary, and fiscal principles and practices in a higher education environment, including budgeting and fund accounting.

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 April 3, 2018.

If you have technical difficulties submitting application information, please contact the CU Careers help desk at [email protected]. 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-12852.
Please do not upload references at this time.

Job Category: Academic Services

Primary Location: Boulder

Department: B0001 -- Boulder Campus - 10958 - Materials Engineering

Schedule: Full-time

Posting Date: Mar 13, 2018

Closing Date: Apr 3, 2018, 10:59:00 PM

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: [email protected]

Position Number: 00705299





Diversity Profile: University



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Job No:
Posted: 3/14/2018
Application Due: 4/4/2018
Work Type: