Graduate School Support Services Specialist

Colorado Springs, CO
Oct 17, 2020
Institution Type
Four-Year Institution
DescriptionThis position exists to provide administrative, financial, human resources, and academic support to the Graduate School, including graduate admissions/enrollment activities. The position provides support for day to day operations in the graduate school; reviews all paperwork submitted to graduate school; performs graduation audits and thesis checks for graduate students, provides services to other units and people on campus concerning graduate school rules, procedures, and policies; provides administrative and fiscal support to graduate dean; supervises student employees; and collaborates with other campus units on graduate education issues.

Who We Are:
The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 10,500 undergraduate and 1,900 graduate students.
Colorado Springs (pop. 400K+) is situated at the base of Pikes Peak, offers many recreational and cultural activities and was recently ranked by U.S. News & World Report as one of the top Best Places to Live in the U.S.

Job Duties:

  • Conducts audits of graduation paperwork including thesis/dissertation submission and formatting oversight to ensure graduate school standards are met.
  • Reviews all paperwork submitted to graduate school to check for accuracy and adherence to graduate school rules.
  • Work with campus units to ensure adherence to graduate school policies.
  • Reviews and prepares documents for dean’s review and approval.
  • Organizes (e.g., schedules, send out meeting invites), attends, and takes minutes for Graduate Executive Committee meetings.
  • Provides support to graduate programs and students with regards to graduate school policies and rules. Answers questions about policies, procures, and programs.
  • Supervises student employees (assigns and oversees work, conducts evaluations, and prioritizes student duties )
  • Works collaboratively with other campus units including graduate admissions and recruitment, registrar, financial aid, and academic programs.
  • Develops and maintains graduate school databases (e.g., graduate faculty, thesis/dissertation submissions).
  • Updates information and builds webpages for graduate school.
  • Assists with graduate school events and scholarships.
  • Processes and allocates departmental procurement card expenses monthly.
  • Performs monthly financial reconciliation for all graduate school accounts.
  • Compares current annual budgets with year-to-date expenditures and calculates an estimate of year-end office operating expenditure levels.
  • Monitors and adjusts numerous accounts to remain within overall budget limitations and to prevent deficit.
  • Utilizes PeopleSoft Finance, CU Marketplace, and CONCUR to complete the following: pay invoices; research and resolve billing problems; prepare POs, SPOs, and expense vouchers; make travel arrangements; and prepare cash receipts.
  • Arranges travel and conference registration for graduate school staff.
  • Processes all personnel forms related to hiring, maintenance and termination of Department professional and student staff for all areas of responsibility.
  • Job Competencies:

  • Maintains confidentiality
  • Maintains the highest ethical standards
  • Communicates and works with diverse individuals in a professional setting
  • Communicates effectively in both verbal & written forms
  • Excellent analytical and time management skills
  • Edits and writes clear, precise, and grammatically correct documents
  • Works independently while exercising appropriate judgment in seeking assistance and guidance
  • Manages multiple deadlines and sometimes competing priorities
  • Establishes and maintains effective and collaborative working relationships
  • Communicates effectively with all members of the university community, including students
  • Advanced proficiency with Microsoft Office applications (Access, Word, Excel, and PowerPoint)
  • Experience with databases (e.g., OnBase, CU-SIS or similar student information systems) and web site editing, modifying and building.
  • Understanding of HR and fiscal principles and rules with an ability to learn university HR and financial systems and procedures
  • Demonstrated ability to solve problems
  • This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

    What We Offer:

    University of Colorado Colorado Springs offers a comprehensive benefits package. Information on benefits programs, including eligibility, is located at:

    Salary Range: Generally Starting at: $35,414 - $44,268

    Tentative Search Timeline:

    • The potential dates for interviews with the search committee will be the week of 11/2/2020.
    • The potential dates for interviews with the supervisor and appointing authority will be the week of 11/9/2020.
    • The potential employee start date is Mid December.

    The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check.

    UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado will consider all qualified applicants without regard to race, color, creed, religion, sex, national origin, age, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs, or any other characteristic protected by law.

    The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

    QualificationsMinimum Requirements

  • Bachelor’s degree
  • 2 years of professional work experience (including prorated student employment)
  • Preferred Requirements:

    • Experience working in graduate education or graduate admissions
    • Experience with data reporting, data gathering from systems, or database management.
    • Experience in university setting and university software
    • Experience working directly with external constituents
    Physical Requirements:

    While performing the duties of this job, the employee is frequently required to sit. Employee is occasionally required to stand and walk. Tasks may involve looking at a computer screen continuously for long periods of time, talking within normal range. The employee must occasionally lift and/or move up to 10 pounds.

    Job Category: Academic Services
    Primary Location: Colorado Springs
    Schedule: Full-time
    Posting Date: Oct 16, 2020
    Unposting Date: Ongoing