Graduate Program Coordinator

Job Summary

The Department of Biochemistry at the University of Colorado Boulder encourages applications for a Graduate Program Coordinator! This position is responsible for oversight, management, and administration of the graduate student programs of the Department of Biochemistry. This includes collaborating 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 informing 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 an essential function of the position including assuring that applications are complete for review by the admissions committee so that recruitment can be completed in a timely manner. The position advises students of 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 inquiries, assisting with problems, and advising for completion of the program. This position also manages the appointments for all graduate Research Assistant and Teaching Assistant positions in Biochemistry and associated training grants and fellowships.

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

Since 1986, Biochemistry at the University of Colorado at Boulder has offered a world-class interdisciplinary research environment in a beautiful mountain setting! Faculty include a Nobel Laureate, five members of the National Academy of Sciences, three Howard Hughes Investigators, and many other esteemed scientists who have established themselves as research leaders within biochemistry.

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 deadlines, etc. Maintain graduate student records, track progress and provide reports to the department, College, Graduate School as required.
• Identifies student eligibility for achievements and awards. Coordinates with faculty to identify potential awards and applicants, notifies students, assists with provision of information about application processes and works with faculty to ensure that applications are complete.
• Develops and collaborates with the Graduate Director academic year teaching assignments. Implements all hiring processes, informs students about processes and procedures, and works closely with Campus HR Payroll Office to manage and maintain appointments. Tracks hours, funding distribution, and timesheet approvals. Tracks work study awards and funding distributions. In addition, nominates 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 virtual and on-campus functions such as the new student orientation for incoming graduate students and graduate student teaching assistants. Keep students apprised of pertinent information for graduate education and career opportunities.
• Collaborate with Finance Manager and Graduate Director to manage graduate program budgets including university fellowship and recruitment funds, department graduate program operating budget and gift funds. Processes 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. Assist in organizing and conducting department commencement ceremony where applicable.
• Maintain an up-to-date desk manual of all activities related to the position for easy reference by the Biochemistry Chair and Associate Chair for Graduate Affairs.

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 compliant 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.

Advising

• Advises 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, and to relieve the Chair and the Graduate Director of these duties. Monitor student enrollment each semester and provide information for A&S Student Request Analysis.
• Counsels students on rules, regulations, policies, programs and timeframes of the department and the Graduate School. Devises and develops strategies to resolve issues with appropriate actions including financial aid, housing, records, billing, graduation verification, enrollment verification, ineligible appointments, incorrect or late grades, etc. Petitions the University on behalf of individual students. Processes necessary student documents; special action forms, grade changes and degree paperwork. Serve as department drop/add coordinator.
• Meets 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.
• Serves as a resource and directs students to ISSS, Counseling Services, etc. Follows 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. Knowledge of COGNOS reporting in CU-SIS as well as update of departmental database used for ongoing surveys and University Fellowship applications.

Process Improvement

• Position works to expand information about program resources by collecting, interpreting and reporting data to evaluate admissions, recruiting, diversity planning, and funding processes and awards. Recommends modifications or improvements, based on analysis of operations, demographics, and other research information. This requires continuous development of new perspectives and skills to improve processes.
• 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. Will require evaluative skills as well as ability to work closely with department personnel to better define objectives and goals.

Department Specific Duties/Information

• Manage process for virtual and on-campus events including seminar speakers to include coordination of travel, lodging, and stipend of research speakers.
• Manage and maintain all Biochemistry Research Assistant and Teaching Assistant positions in coordination with the Graduate School, College of Arts and Sciences, Bursars Office and International Student and Scholar Services. Work directly with the Biochemistry HR manager and other departments to determine policy and standard methodologies for graduate student appointments, including determination of appropriate sources of funding and entry of tuition remission information into CU-SIS.
• Directly communicate with faculty regarding funding sources and monitoring of grant awards availability. Coordinate with the Graduate School to accurately charge grant accounts for tuition, fees, and insurance.

What You Should Know

Hybrid work environment, 2 days in office, 3 days remote.

What We Can Offer

The salary range for this full-time position is $56,000 - $66,000 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 dynamic. Be collaborative. Be Boulder.

What We Require

• Bachelor’s degree from an accredited institution or equivalent combination of education and experience may substitute.
• 1+ years of job related experience in education program administration.

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 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.
• 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 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.

What We Would Like You to Have

• A Bachelor’s Degree.
• 2+ 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 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 June 12th, 2023 for consideration.

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

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu