Graduate Program Coordinator

Job Details

Position OverviewGraduate Program Coordinators in the College of Liberal Arts & Sciences (CLAS) are team members of the College Office of Graduate Affairs (COGA) assigned to specific CLAS units to manage all administrative aspects of the graduate program and to advise graduate students and faculty on policies and processes related to graduate education at KU.

Graduate Program Coordinators work closely with faculty in their assigned academic unit, the COGA office, and other campus partners on key processes and initiatives related to graduate education. They provide students with equitable advising on program policy and requirements, connect them to campus resources, and guide them through the logistics of their graduate degree from the application process through graduation.

CLAS Graduate Program Coordinators report to the COGA Associate Director. This position is assigned to the Department(s) of Molecular Biosciences and Theatre & Dance.

This position has a hybrid work arrangement of up to two days/week remote and three days/week on-campus.
Job Description(50%) Manages or coordinates all administrative aspects of the graduate program and graduate data
  • Tracks student enrollment, grades, and overall degree progression and verifies that students have fulfilled all program and University requirements for their degree.
  • Submits and tracks all University or department forms related to student petitions, milestones, enrollment, awards, exams, and graduation.
  • Maintains current and historical data and records relating to the graduate program and students. Prepares comparative statistical reports upon request.
  • Develops and manages programs’ communication campaigns for graduate recruitment and outreach.
  • Coordinates events related to graduate programs (e.g. prospective student visits, new student orientations, committee meetings, and graduate awards ceremonies).
  • Manages administrative aspects of the graduate admission process, including collection and tracking of applicant materials, providing data or reports to admission committees, processing admission decisions, and preparing admission and funding letters.
  • Manages administrative aspects of 3G (GTA/GRA/GA) processes, including tracking of positions and course assignments, submission of hiring forms, and record keeping of GTA teaching evaluations.
  • Coordinates exams and graduation processes, including scheduling exams and thesis/dissertation defenses, submission of student graduation documents, and approval of applications for graduation.
  • At request of unit, provides administrative support and collects and compiles data for program reviews, assessment, accreditation, grants, and awards.
  • Maintains and updates the graduate student handbook and graduate program pages of the department website and academic catalog.
(30%) Advises and guides graduate students and faculty on policy, procedures, and best practices related to graduate education.
  • Maintains broad expertise on program, College, and University policies, procedures, and best practices related to graduate education at KU, including related to recruitment, admission, enrollment management, exams, and graduation. Proactively and effectively communicates this information to faculty and students to ensure successful student degree progression, support program initiatives, and provide creative solutions to problems.
  • Advises students and faculty regarding University requirements related to scholarships, GTA/GRA/GA employment, federal aid, and other University funding. Provides content expertise and advises faculty regarding compliance with the GTA Memorandum of Agreement.
  • At request of unit, attends graduate faculty meetings, admissions and awards committee meetings, and annual graduate student review meetings in a policy advising capacity.
  • Connects students with appropriate opportunities and resources for financial support, professional development, and campus and community engagement.
  • Provides training and technical guidance to department faculty and students on University systems and platforms related to graduate education.

(20%) Collaborates with department and campus partners on key initiatives related to graduate education.
  • Consults regularly with Director of Graduate Studies (DGS) regarding graduate program activities, initiatives, and student degree progression.
  • Serves as an advocate and liaison between students, campus offices, faculty, and department leadership to address student questions, issues, or grievances.
  • Builds rapport and an understanding of department requirements and culture in order to tailor advising and support to meet departments’ needs.
  • Collaborates with department stakeholders and committees to collect and interpret data, and offer feedback to support program initiatives, curriculum changes, recruitment efforts, or alumni development.
  • Supports the DGS and program leadership in developing changes to program and administrative practices to help the program attain its goals in relation to time to student satisfaction and success.
  • In consultation with department leadership, supports the program and curricular development process, including coordination with College governance to submit and usher through program & curricular changes.
  • As COGA team member, advises and provides input from a program perspective in order to refine College or University policies and administrative processes and advocate for their program.
  • Attends and assists with the CLAS Master’s Hooding Ceremony and Graduate Studies’ Doctoral Hooding Ceremony.
Required QualificationsEvaluation of the following requirements will be made through (1) descriptions of work experiences and educational experiences in cover letter, (2) record of accomplishments and productivity addressed in resume, and (3) information provided from professional references:

  1. Bachelor’s degree with 3 years relevant experience OR Master’s degree.
  2. One year minimum of professional experience involving the execution of detailed and time-sensitive procedures requiring independent judgment and a high degree of accuracy.
  3. Demonstrated effective communication skills as evidenced by application materials.
  4. Demonstrated organizational skills and attention to detail.
  5. Experience investigating, interpreting and communicating guidelines, regulations, policies, and procedures.
  6. Demonstrated ability to work independently to organize and track tasks/projects and to meet deadlines.
  7. Demonstrated experience collaborating and communicating with individuals from varying cultures, backgrounds, or levels of authority.
  8. Experience using databases or other electronic systems for tracking and managing information (e.g., accounts, data, forms).
Preferred Qualifications
    Demonstrated experience with and dedication to diversity, equity, and inclusion efforts.
  1. Experience training others on procedures and/or electronic systems.
  2. Experience providing customer service.
  3. Professional experience handling sensitive information and/or situations requiring discretion and conformity to confidentiality and security protocols.
Additional Candidate InstructionsA complete application includes: a cover letter that addresses how you meet all of the required qualifications, a resume, and the contact information, including email addresses, of three (3) professional references.

This position has been extended due to another vacancy occurring within the department. The next initial review date is June 22, 2022 and will remain open until all positions have been filled.
Contact Information to Applicants[email protected] Advertised Salary Range$41,500 minimum Application Review Begins22-Jun-2022 Anticipated Start Date27-Jun-2022


Working at the University of Kansas 

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The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.  

The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.

KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.

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The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.

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The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.

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KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.


The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.

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Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.

Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.

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Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.

At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.

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