Academic Programs Specialist I

Department Specific Essential Job Functions

The Jackson College of Graduate Studies (JCGS/Graduate College) is dedicated to providing leadership and support in the development of high quality graduate programs to serve the needs of students, faculty and the university community as they compete in a global society. The JCGS serves a unique function at UCO in its support for and coordination of graduate studies as well as creative and scholarly activities. The JCGS collaborates with our five UCO academic colleges and the Forensic Science Institute in offering 6 master's degrees covering 40 graduate degree programs and over 70 different major areas of study with more than 1,400 graduate students. In 2014, UCO celebrated its 60th year of offering graduate studies. The JCGS Dean serves as the Executive Director for the new University College, which will provide a point of intersection and coordination for undergraduate studies within Academic Affairs. Along with the JCGS and the University College, other academic areas of oversight include the Broncho Education and Learning Lab (BELL) and the Office of Undergraduate Studies.

This position:

  • Manages daily office activities including greeting and helping office visitors, filing, answering phone calls, responding to emails, processing mail, etc.
  • Provides on-going coordination of all office flow and traffic including processes, communication, administrative tasks to support graduate and undergraduate students.
  • Enforces, monitors, and evaluates individual policies and procedures and make recommendations to the Dean and Communication & Operations Manager for addition, revision or deletion.
  • Manages main Graduate College e-mail, providing ‘Broncho Best’ customer service and appropriately routing inquiries and documents to the appropriate team member.
  • Coordinates and assists with the functions of the academic hubs of activity including the Jackson College of Graduate Studies, University College, Broncho Education and Learning Lab (BELL), and Office of Undergraduate Studies
  • Facilitates communication with colleagues, university faculty, staff, students and deans; engage in contact with units across campus and off campus to explore opportunities for collaboration where appropriate to support programming for graduate and undergraduate students.
  • Collaborates with colleagues to clear graduation applications in a timely manner and to identify and implement a paperless system for processing and handling graduation applications.
  • Collaborates with colleagues to streamline the Plan of Study process and to identify and implement a paperless system for processing and handling Plans of Study.
  • Processes retention at the end of the semester.
  • Coordinates with the Office of Information Technology (OIT) and JCGS office colleagues to update the Graduate College Graduation Application each semester and ensure its timely launch for students to apply for graduation by stated deadline.
  • Performs other related activities as directed by the Dean and Communication & Operations Manager.
  • Collaborates with colleagues to update and edit the Graduate Catalog. This involves maintaining accurate records and tracking updates throughout the academic year that need to be included for each year’s catalog. Interact with colleagues across campus to ensure revisions are accurate and provide edits to the Marketing Manager and Graduate College Dean to make contributions that ensure final printed and electronic production of annual catalog.
  • Collaborates with colleagues to maintain accurate Graduate Faculty records; makes contributions to streamline processes.
  • Keeps accurate records regarding Graduate College, Office of Undergraduate Studies, and Broncho Education and Learning Lab (BELL) processes and related activities that support graduate and undergraduate students. Work with Communication & Operations Manager and BELL Coordinator to produce and maintain operations manuals.
  • Works with graduate admissions team to draft copy for publications for admissions- related activities (i.e. Graduate Admission Quick-Start Guides, Graduate Student Orientation, etc.) and to streamline graduate processes to greater efficiencies.
  • Performs other duties as assigned.



Experience Required

Requires a Bachelor’s degree in job related field plus 2+ years of relevant experience or if no degree, 4+ years of equivalent work experience that provides knowledge of and exposure to achieve results.

Experience Preferred

Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, OnBase, Ellucian CRM Recruit, HubSpot, Banner, and other website integration tools. Strong oral and written communication skills. Sound judgement, creativity, organizational, and clerical skills. Ability to foster teamwork.


Excellent oral and written communication, interpersonal, human relations, public relations, and organizational skills. Effective gatekeeper in customer service abilities. Adaptable and flexible. Personable demeanor with a willingness to help. Ability to work independently, handle multiple tasks simultaneously, and interact professionally with all segments of the University community. Ability to maintain confidentiality. Must be detail-oriented.

Will this employee supervise others?

No, this employee will NOT supervise other employees.

Physical Demands

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

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