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Graduate Program Coordinator

University of Colorado Boulder
Colorado, United States
Salary Not Specified
Posted date
Jul 22, 2021

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Position Type
Administrative, Academic Affairs, Adult & Continuing Education Programs, Other Academic Affairs, Student Affairs, Academic Advising & Academic Support Services, Admissions, Enrollment, Retention & Registrar, Other Student Affairs
Employment Type
Full Time
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Job Summary

The School of Education encourages applications for our Graduate Program Coordinator! As a crucial member of the School of Education Advising and Student Success team, the Graduate Program Coordinator in the School of Education (SOE) will work in collaboration with the Senior Director of Advising and Student Success who is responsible for overseeing advising and student success initiatives for SOE. The individual in this position will be responsible for providing pertinent, timely and accurate program information to SOE graduate students; managing graduate student support services within the SOE including notifying students of upcoming deadlines, program changes, and registration dates; scheduling student exams; ensuring that student records are maintained; informing students of their status in the program; and overseeing graduation processes. They will also provide professional-level support to the School of Education’s Masters in Higher Education 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

The mission of the CU Boulder School of Education is grounded in a lived dedication to democracy, diversity, equity, and justice. We teach and conduct research to make a positive difference with and in schools and communities. The work of our faculty, researchers, staff, and students leads to evidence-based policy and practice. We aim for our students to be engaged and informed educators, researchers, policymakers, and community leaders.

We offer cutting-edge, engaging teacher preparation, innovative undergraduate programs, and Colorado's top-ranked graduate education in Curriculum & Instruction, Educational Foundations, Policy & Practice, Educational Equity & Cultural Diversity, Learning Sciences & Human Development, and Research, Evaluation & Methodology.

What Your Key Responsibilities Will Be

Coordination of academic support services for graduate students
  • Design and maintain an electronic filing system to monitor and report the status of each Education graduate student.
  • Provide professional support for the MA in Higher Education (MAHE) Program which includes providing a high-quality academic program to students, assessing student needs, evaluating student satisfaction with the program and implementing program improvements as needed.
  • Notify students of relevant deadlines, program changes, clarify policies, and refer graduate students to appropriate personnel in the School of Education or other campus offices, communicating effectively as appropriate for the needs of the audience.
  • Maintain, monitor, research, attend to, and respond to the SOE.Gradvise email account. In collaboration with the Sr. Direction of Advising, this is the communication where crucial decisions are communicated with the Graduate School.
  • Communicate student progress and update faculty advisor assignments on CU-SIS and provide updated reports each semester to Associate Dean of Students and other members of the Advising team with an analysis of the data to inform operational decisions or activities.
  • Advise graduate students with regard to the transfer credit procedures, assist them with processing requests and follow up with proper notification of all parties involved.
  • Assist the Academic Scheduling Assistant with registering graduate students in controlled enrollment courses (independent study, dissertation hours, practicum courses and specialty seminars).
  • Advise graduate students with regard to the appropriate leave of absence procedures and assist them with the process.
  • Organize, schedule, and manage the comprehensive exam processes for master's and doctoral students, analyzing information and evaluating results to choose the best solution and solve problems as they arise.
  • Collect all candidacy applications, verify applications for accuracy, obtain appropriate signatures, save to student’s electronic file, and submit to Graduate School using relevant information and independent judgment to determine whether applications, issues or processes align with university and school policies and standards.
  • Prepare approved doctoral defense report forms (comps, proposal & defense), distribute forms to faculty, and submit forms to Graduate School for approval.
  • Work with the Associate Dean of Students to verify that Comprehensive Exams and Dissertation committee members are approved, and submit to Graduate School.
  • Manage Ph.D. rosters to assure that students are registered for continuous enrollment.
  • Consult regularly with BUENO Center Program Assistant to ensure all University requirements are met and all required paperwork is submitted in a timely manner for EBB/BUENO MA students.
  • Collaborate with Senior Director of Planning and Academic Programs and Director of Communications to update graduate pages in the University catalog and on the School of Education website as needed.
  • Update Graduate Program documents (e.g., handbooks, forms, and dates & Deadlines) each semester as needed.
  • Update Graduate Student email listservs.
  • Collaborate with other members of the Admissions and Advising team as well as faculty to plan and organize the new Ph.D. student and MA orientations.
  • Serve as liaison to the Graduate School, Continuing Education, Registrar’s Office and remain updated on all training and updates for processes and procedures for Graduate Students.
  • Periodically analyze internal processes and recommend and implement procedural or policy changes to improve operations using knowledge of business and administrative management principles.

Graduate Admissions and SOE Scholarship Coordinator
  • Work in close collaboration with the Director of Admissions to efficiently and seamlessly transition Graduate students from the admissions side through the matriculation and enrollment process.
  • Utilize available tools and technology to organize and track graduate student applications, enrollment status and UG and Graduate scholarship acceptance information effectively and efficiently.
  • Serve as the SOE Scholarship Coordinator for Undergraduate and Graduate students.
  • Oversee the annual SOE Scholarship process to assure it is seamlessly integrated into recruitment and admissions processes.
  • Effectively track campus and internal deadlines for the scholarship process (including posting, applications, awarding, acceptance and disbursements), work closely with key partners across units with meaningful items to assure deadlines are met.
  • Work closely with CU Advancement office and SOE Dean’s office to accurately confirm scholarship balances and project upcoming award distributions.
  • Manually process awards not processed through the automated system including Noyce awards, Ph.D. fellowship awards and emergency scholarships.
  • Periodically evaluate processes and identify problems. Develop specific goals to improve workflow and efficiency of processes and implement new tools and systems to accomplish work more effectively, as needed.

Other Duties as assigned
  • Cross-train with other members of the advising and admissions team and provide coverage during periods of high volume or during absences.
  • Work on special projects as they arise.

What We Can Offer

The hiring salary for this position is $48,000 - $54,000.


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 Collaborative. Be Resourceful. Be Boulder.

What We Require

  • Bachelor’s degree or equivalent combination of education and experience.
  • Two years of professional experience working in a university environment.
  • One year of professional experience in academic, career, or personal advising.

What You Will Need

  • Strong verbal and written communication skills.
  • Sensitivity, confidentiality, and integrity.
  • Meticulous with skills in electronic record keeping.
  • Collaborative and clear communicator.
  • Experience managing data in spreadsheets.

What We Would Like You To Have

  • Masters' degree in Education, Liberal Arts or related field.
  • Familiarity with student information systems and higher education contexts, particularly at CU.
  • Experience with graduate student processes.
  • Experience with CU-SIS and SLATE preferred.

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 Friday, August 6 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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