Graduate and Undergraduate Program Admin Assistant

Job Summary

The Department of Religious Studies at CU Boulder is now encouraging applications for a Graduate and Undergraduate Program Administrative Assistant! This role is responsible for the oversight, management and administration of the graduate and undergraduate program. This includes collaborating with faculty, staff and students to implement strategies that enhance the opportunities, performance, retention and graduation rates of the students as well as communicate any related changes.

The Program Administrative Assistant will also manage all aspects of the department website, including maintaining and updating program content on the department website and using the department listservs to disseminate important information. CU Boulder utilizes Web Express, which is based on a Drupal content management system.

Additionally, management of the graduate student application and recruitment process is a crucial function of the position and includes coordinating and close collaboration with the graduate school and faculty to ensure a smooth process from beginning to end. The position also advises students of admissions policies and information about the graduate program while 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 inquiries, assisting with problems and advising for completion of the program.

This position has responsibility to create and modify processes and procedures for efficiency and effectiveness. This role manages logistical details to ensure smooth daily business operations of the administrative office. The Graduate and Undergraduate Program Administrative Assistant will improve efficiency and recommend process modifications and improvements based on analysis of operation. This requires continuous development of new perspectives and skills to improve processes.

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 Religious Studies at CU Boulder combines the intimacy of a classic liberal arts education, the rigor of a strong graduate program, and a climate of engagement fostered by a research-dedicated faculty who bring teaching to life with diverse experiences and unique perspectives. Our faculty is interdisciplinary, international, and experimental.

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 course work, degree requirements, University/department policies, critical dates, etc.
• Maintain graduate student records, track progress and provide reports to the department, College, Graduate School as required.
• Monitor student enrollment each semester.
• Manages Graduate Faculty Appointments, which enables faculty to teach graduate level courses, sponsor independent study at the graduate level, and serve as committee members of defenses and examinations.
• Keep students apprised of pertinent information for graduate education and career opportunities.
• Guide students who are nearing graduation with scheduling of thesis defenses, submitting final Graduate School documents, and other requirements for graduation.
• Advise graduate students from application through graduation to ensure a smooth and positive experience over their tenure in the program.
• 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. Processes 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.
• Follow up to ensure that students have correct and current information and know how to act upon it.

Graduate Recruiting and Admissions

• 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.
• Develops and implements processes to meet the needs of the department admissions protocols including systems to assist in analyzing and evaluating relevant data of applicant pool.
• Monitor electronic application files through faculty review and admit process.
• Determines/implements schedules and itineraries for graduate applicant recruitment visits to campus that are aligned with campus regulations and meet departmental budget requirements.

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.
• Be responsible for the undergraduate student registration process including 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.
• Supervise Special Action and Change of Record forms for undergraduate students. Develops and maintains diverse databases related to undergraduate program operations.
• Work with Associate Chair for Undergraduate Studies to promote undergraduate scholarship and the collection of scholarship applications.
• Coordinate with the Honors faculty representative to meet the needs of the students in the program who are writing an honors thesis including enrollment in independent study and honors thesis hours.

Administrative Support

• Create and update department forms as necessary.
• Provide clerical support to department administrators, faculty and staff on occasion as needed.
• Provide front office coverage and general knowledge of department operations.
• Organize the daily activities of the office by prioritizing and monitoring work flow.
• Act as departmental liaison for internal campus entities, Access Services, Parking Services, Facilities Management and outside agencies.
• Maintain all records associated with assigned duties in an electronic format that is organized and accessible when needed and applicable.

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 the website, including maintaining and updating program content on the department website and using the department listservs to disseminate important information.
• Publicize department courses and events within and beyond the department.
• Collaborate with various campus entities to stay aligned with campus and college standards in aspects of publications and communications of all types.

Process Improvement

• Position works to expand information about program resources by collecting, interpreting, and reporting data to evaluate admissions, recruiting, and diversity planning.
• Recommend modifications or improvements, based on analysis of operations, demographics, and other research information.
• The position will regularly review and revise the department website, by comparing with other departments on campus and across peer institutions, and evaluating for features such as scope of content, ease of use by domestic and international students, accessibility, etc.
• Will require evaluative skills as well as ability to work closely with department personnel to better define objectives and goals.

Event Planning and Management

• Manage lifecycle of department events from beginning to end, which includes the creating and design of all programmatic materials, managing catering, reserving appropriate space, and coordinating staffing need.
• Promote and markets all department events internally and externally when appropriate.
• Manage all aspects of commencement activities each semester, including processing reports, designing graduation programs, space reservations, developing a catering menu, and organizing a generally festive celebration for department commencement ceremonies.

What You Should Know

This position is anticipated to start 100% in-person, with the possibility of a hybrid format (virtual and in-person support) in the coming months. The current schedule for this position is Monday – Friday, 40 hours per week, with hours corresponding to department/University hours of operation.

What We Can Offer
The salary for this position is $44,928 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 challenged. Be impactful. Be Boulder.

What We Require

• Three years of experience in an occupational field related to the work assigned to the position.
• Appropriate education will substitute for the required experience on a year-for-year basis.
• Must be a current Colorado resident.

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 PowerPoint.
• Ability to communicate effectively both orally 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.
• Ability to communicate effectively both orally and in writing, with a variety of professionals, administrators and students.
• Demonstrated ability to work effectively in a team and within other collaborative work situations and have a willingness to new perspectives.

What We Would Like You to Have

• Experience managing websites using Drupal CMS or Web Express.
• Knowledge of complex policies and procedures in education.
• Ability to work independently and exercise judgment in determining departmental needs.
• Ability to prioritize workflow within the office.

Special Instructions

To apply, please submit the following materials:

1. A current resume. Must include date ranges and whether full time or part time work.
2. A cover letter that specifically addresses the job requirements and outlines qualifications.
3. DD-214 for veteran applicants.
   • Qualified veterans are eligible for veteran’s preference points within the State classified system. If you are a veteran and would like to have your DD214 evaluated to determine your eligibility for preference points, please attach a copy of your DD214 to this posting. If you do not wish to upload a DD214, please email a copy to recruiting@colorado.edu or send via fax at 303-492-4693 and reference the job to which you are applying.
4. If using the educational substitution for experience: proof of degree or transcripts.

We may request references at a later time.

Please apply by June 26, 2023 for consideration.

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

Select here for additional information regarding Classified Staff positions: https://www.colorado.edu/jobs/special-instructions-classified-staff-applicants

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu