Graduate Program Administrator

University of Colorado Boulder
Colorado, United States
Salary Not Specified
Feb 23, 2021
Employment Type
Full Time

Job Summary

We are encouraging applications for a Graduate Program Administrator who will handle overall oversight, management, and administration of the Ecology and Evolutionary Biology (EBIO) graduate program. This position will collaborate with faculty, staff and students to implement strategies to enhance the opportunities, performance, retention and graduation rates of the students. The position serves as the clearinghouse for rule, policy and graduate program changes and is responsible for advising faculty, staff and students of these changes as well as developing strategies to implement those changes.

Management of the graduate student application and recruitment process is a crucial function of the position including assuring that applications are complete for review by the admissions committee. The position advises students on admissions policies and information about the graduate program followed by planning and organizing graduate student recruitment weekends, extending offers, and tracking and documenting acceptances and rejections. New and continuing students are advised throughout the program and their progress is tracked. This position serves as the initial contact for all inquiries, assisting with problems, and advising for completion of the program.
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

EBIO's disciplinary strengths include ecology, evolution, genetics, behavior, and systematics. Our research programs have relevance for global change, conservation biology, the spread of diseases, and revealing fundamental mechanisms underlying the structural and functional adaptations of organisms.

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 due dates, etc.
  • Maintain graduate student records, track progress and provide reports as required.
  • Identify student eligibility for achievements and awards. Coordinate with faculty to identify potential awards and notify applicants.
  • Develop and collaborate with the Graduate Director on academic year teaching assignments. Draft semesterly offer letters for Teaching Assistants and implement all hiring processes. Inform students about processes and procedures, and works closely with Campus HR Payroll Office to ensure smooth hiring process and resolve issues.
  • Nominate faculty and outside authorities for 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 graduate students, and graduate student teaching assistants. Keep students informed of pertinent information for graduate education and career opportunities.
  • Collaborate with Office Manager and Graduate Director to manage graduate program budgets including university fellowship and recruitment funds, department graduate program operating budget and gift funds. Manage travel-related payments and reimbursements, stipends, and awards for graduate students.
  • Guide students who are nearing graduation with scheduling of thesis and dissertation defenses, submitting final Graduate School documents, and other requirements for graduation.

Graduate Recruiting
  • Manage the administration of graduate recruiting with the faculty admissions committee and department support staff throughout the entire process. Advise faculty admissions committee chair and graduate director of potential or actual problems with graduate application processes and recommend solutions to enhance the recruitment process.
  • 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.
  • Track electronic application files through faculty review and admit process.
  • 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.
  • Submit official admissions documentation in a timely manner and handle all student correspondence regarding application requirements and admission decisions.

  • Advise graduate students from the time they apply to the program to the time they graduate to ensure a smooth and positive experience over their tenure in the program. Supervise student enrollment each semester and provide information for A&S Student Request Analysis.
  • 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 including financial aid, housing, records, billing, graduation verification, enrollment verification, ineligible appointments, incorrect or late grades, etc. Petition the University on behalf of individual students or advise students as needed in accordance with Graduate School Rules.
  • Process vital student documents; special action forms, grade changes and degree paperwork. Serve as department drop/add coordinator.
  • Meet with students and faculty as a group and on an individual basis to provide clear interpretation of rules, regulations and policies required by the college, Graduate School, Financial Aid and International Student and Scholar Services.
  • Serve as a resource and direct students to ISSS, Counseling Services, etc. Follow up to ensure that students have correct and current information and know-how to act upon it.

Assessment and Information Management
  • Generate reports (enrollment statistics, student data tracking, data compilation) as requested for assessment of progress and general student tracking.

Process Improvement
  • Work to expand information about program resources by collecting, interpreting and reporting data to evaluate admissions, recruiting, diversity planning, and funding processes and awards. Recommend modifications or improvements, based on analysis of operations, demographics, and other research information.
  • The position will undertake a review of the webpages, compare with other departments on campus and across peer institutions, and evaluate for features such as scope of content, ease of use by domestic and international students, etc.

Department Specific Duties/Information
  • Manage graduate research fund distribution, one-semester fellowships, and summer fellowships.
  • Work with faculty to assign graduate student Teaching Assistantships each term based on student and faculty preferences. Tracks TA FCQ scores and works with Graduate Chair to advise TA’s of any performance issues.
  • Facilitate and track Annual Progress Reports for all graduate students.
  • Manage graduate student events throughout the year including the EBIO Welcome Potluck.

What We Can Offer

Salary Range is $50,000-$52,000.


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 Adaptable. Be Collaborative. Be Boulder.

What We Require

  • Bachelor’s degree or equivalent combination of education and experience may substitute.
  • 2 years of experience in education program administration.
  • Experience working with complex educational policies and procedures.

What You Will Need

  • Ability to work independently and with responsibility for initiating and completing tasks.
  • Proficient computer knowledge and skills with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel, and Power Point.
  • Ability to communicate effectively both verbally and in writing, with a variety of professionals, administrators, and students.
  • 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 work situations.

What We Would Like You To Have

  • A bachelor’s degree.
  • 3+ years of experience in education program administration.
  • Knowledge of complex policies and procedures in education.

Special Instructions

To apply, please submit the following materials:
  1. A current resume.
  2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time.

Please apply by Monday, March 8th for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email:

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