Graduate and Undergraduate Program Coordinator

Requisition Number: 46692
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 26-Mar-2023
Date Posted:

Job Summary


The College of Arts and Sciences encourages applications for a Graduate and Undergraduate Program Coordinator position with the Department of Germanic and Slavic Languages and Literatures! Responsibilities include oversight, management, and administration of the graduate and undergraduate programs, serving as the initial point of contact for program inquiries, management of daily business operations, and the supervision of student employees.

This role facilitates any graduate program changes and collaborates with faculty, staff, and students to implement strategies to enhance the opportunities, performance, retention and graduation rates of students. Additionally, the Program Coordinator manage the graduate student application and recruitment process including advising students of admissions policies and information about the graduate program, tracking and documenting acceptances and rejections, and close coordination with the graduate school and faculty to ensure a smooth process from beginning to end.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are


The Department of Germanic and Slavic Languages and Literatures is housed in the McKenna Languages building, on the CU Boulder main campus near Macky Auditorium and close to University Hill, one of Boulder’s main commercial districts. We are committed to supporting justice, equity, diversity and inclusion goals in our department and across campus. Our department offers a minor, B.A., M.A. and Ph.D. degrees in German Studies, a minor, B.A., and M.A. in Russian, East European and Eurasian Studies, and a minor in Nordic Studies. In addition to culture and literature classes, we offer German, Russian, and Swedish language courses. We are a small department, with 20 faculty members, 18 graduate students, and two staff members. For more information about our department, please visit our website https://www.colorado.edu/gsll/.


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 dates, etc.
• Maintain graduate student records, track progress and provide reports to the department, College and Graduate School as required.
• Monitor student enrollment each semester and provide information for A&S Student Request Analysis.
• Track electronic application files through faculty review and admit process. Submit official Admission's documentation in a timely manner and handle all student correspondence regarding application requirements and admission decisions.
• Manage 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 informed of pertinent information for graduate education and career opportunities.
• 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.
• Process necessary student documents; special action forms, grade changes and degree paperwork. Serve as department drop/add coordinator.
• 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 departmental commencement ceremony.
• Manage the administration of graduate recruiting with the graduate director and faculty admissions committee throughout the entire process. Advise faculty admissions committee and Graduate Director of potential or actual problems with graduate application processes and recommend solutions to enhance the recruitment process.
• Continuously improve efficiency and recommends process modifications and improvements based on analysis of operations. This requires continuous development of new perspectives and skills to improve processes.
• 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.
• Determine/implement schedules and itineraries for graduate applicant recruitment visits to campus that are aligned with campus regulations and meet departmental budget requirements. Develop and disseminate visit itineraries for recruits with faculty and current graduate students.

Undergraduate Program Administration

• Plan, prioritize, and manage the workflow of the undergraduate program, providing administrative, technical, and clerical support for the Chair, Associate Chair, and academic advisors.
• Collaborate with the Associate Chair in the creation of the department’s schedule of courses for each term by gathering and reviewing teaching requests, projecting curricular needs for the major area of concentration, analyzing past enrollment statistics, and planning for graduate-student instructors (GPTI’s and TA’s) and part-time lecturers.
• Coordinate the departmental course catalog.
• Administer undergraduate fellowships and prizes.
• Coordinate communications for and arranges distribution of undergraduate fellowships/scholarships/prizes.
• Facilitate Honors admissions and examinations.
• Supervise the undergraduate student registration process by monitoring data entry into CU-SIS; researches registration problems; advises and assists faculty members, instructors, and undergraduate students during each semester’s enrollment and schedule adjustment period. Registers students for undergraduate internship and independent-study credits.
• Responsible for Special Action and Change of Record forms for undergraduate students.
• Serve as departmental final grade liaison.
• Provide computing related academic support, including maintaining the undergraduate program course scheduling content on the department website.

Information, Assessment and Communication Management

• Generate reports (enrollment statistics, student data tracking, data compilation) as requested for assessment of progress and general student tracking using Cognos reports in CU-SIS.
• Maintain all departmental databases for ongoing surveys, applications and other departmental needs.
• Manage all aspects of website including maintaining program content, publicize department courses and events, and use department listservs to disseminate important information.
• Maintain social media calendar and update department social media accounts.
• Act as departmental liaison for internal campus entities, including: Access Services, Parking Services, Facilities Management as well as acting as Building Proctor when applicable.
• Maintain department computer and equipment inventory and act as department liaison for property services.
• Collaborate with various campus entities to stay aligned with campus and college standards in aspects of publications and communications of all types.

Event Planning and Management of Student Employees

• Recruit, interview, hire and train student employees for office coverage and general knowledge of department operations. Manage multiple student schedules and submit timesheets accordingly.
• Supervise student employees and monitor their performance per faculty, staff and department.
• Organize the daily activities of the office by prioritizing and monitoring work-flow.

What You Should Know


All University of Colorado Boulder employees are required to follow the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.


What We Can Offer


The salary for these positions is $53,000 annually.


Benefits

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 Statements

Be collaborative. Be supportive. Be Boulder.

What We Require

• Bachelor's Degree.
• 1 year of experience in an occupational field related to the work assigned to the position.
• Education and experience may substitute on a year-for-year basis.

What You Will Need

• Proficient computer knowledge and skills with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel and PowerPoint.
• Ability to communicate effectively both orally and in writing, with a variety of professionals, administrators and students.
• Potential to assume a leadership role.
• Demonstrated ability to work independently and assume responsibility for initiating and completing critical functions in the management of educational programs.
• Demonstrated leadership ability.
• Demonstrated ability to work effectively in a team and within other collaborative work situations.

Special Instructions


To apply, please submit the following materials:

1. A current resume.
2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by March 26, 2023 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.


To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Graduate-and-Undergraduate-Program-Coordinator/46692







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