Graduate Program Coordinator

GRADUATE PROGRAM COORDINATOR 100%-FT (Job Code: 8463P2)

About the Job

The Graduate Program Coordinator position supports the graduate program mission of both the French & Italian
(FRIT) and the German, Nordic, Slavic & Dutch (GNSD) Departments by helping to provide administrative and
graduate education support to the programs' Directors of Graduate Studies (DGS), faculty and students. This
position is supervised by the Administrative Manager in the FRIT & GNSD Department Hub and will work
closely with the faculty members, Graduate Students, and DGS for each program. This position is eligible for
work with remote flexibility.

Job Duties:

Academic Advising -- 30%

• Administrate academic advising through direct student contact including the evaluation of initial student
  ability, academic program planning, monitoring student progress through the graduate programs,
  determining appropriate departmental and collegiate resources and solutions for academic difficulties,
  providing recommendations of resources for graduate funding including fellowships, grants,
  assistantships and travel grants
• Meet with students in both French and German programs to consult on their academic progress and
  provide advising on matters such as registration, credit load options, degree progress, milestones, and
  exam timelines and procedures.
• Develop and/or lead student services initiatives and programs
• Direct students to collegiate and University support resources in times of crisis; assess and evaluate
  student needs based on advising strategies adapted to the individual student background.
• Serve as de facto advisor and department/collegiate signatory authority for all incoming MA and PhD graduate
  students.
• Conduct reviews to certify graduate programs and other degree progress and completion, determine
  academic standing for probation/suspension, develop plans to address concerns, and evaluate/approve
  exceptions to policy via academic petition.
• Develop and implement advising and support systems and processes.

Graduate Student Support Services -- 30%

• Refine, develop, contribute to, and implement the high-level vision of the graduate programs given by
  faculty leadership of two departments
• Serve as primary contact and administrative support for prospective and current graduate students within
  departmental graduate programs:
  • Serve as subject matter expert and resource to both students and faculty in systems such as Slate,
    Apply Yourself, PeopleSoft (EFS), and Graduate Planning & Audit System (GPAS)
  • Counsel graduate students from the admission process to graduation, including issues and
    questions concerning Program, College, and University policies/requirements and forms,
    financial aid, employment, degree progress, and any individual issues.
  • Provide feedback & recommendations to faculty & Program Officers.
  • Identify and implement solutions to improve program.
• Monitor graduate student registration and advise graduate students on academic progress:
  • Initiate contact with students and faculty, bringing concerns to the attention of students, faculty
    advisors, and the DGS as appropriate
  • Leave of absence/alternate registration and readmission
  • Recommend collegiate fee adjustment/or eligibility determinations
  • Recommend solutions to academic and program challenges
  • Coordinate exams for students and faculty for M.A. Phase Qualifying Evaluations, Ph.D. Preliminary
    Examinations, and Dissertation Defenses:
  • Advise students through logistics of process, create exam schedule handouts, reserve rooms,
    compile/distribute exam materials, and compile exam grades
• Coordinate annual review of all graduate students.
• Manage fellowship processes:
  • Coordinate internal departmental nomination process
  • Collection of applications, notification of awards, completion of award letters
• Relay new student information to incoming graduate students:
  • Meet with incoming students during welcome week orientation
  • Ensure timely submission of I-9 forms for incoming students
• Assist international students with specific needs and policies related to visa status:
  • Refer them to the International Student and Scholar Services (ISSS) office, as needed
  • Organize and facilitate Pre-Welcome Week Orientation for international and exchange students

Graduate Program Operations -- 30%

• Act as first point of contact for all inquiries regarding the graduate programs; serve as the liaison to the
  DGS in both departments, and the Graduate School.
• Liaison for faculty, staff, and students on graduate program policies.
• Assist with checking, routing, and archiving Directed Activity forms for graduate students.
• Oversee graduate budget in conjunction with Directors of Graduate Studies (DGSs)
• Represent the graduate programs at meetings and committees:
  • Assist and coordinate on the Graduate Studies Committee:
• Schedule all committee meetings
• Write/distribute meeting notes
• Bring new graduate student initiatives to committee
• Provide feedback on items' feasibility with regard to policies, procedures, and current
  best practices
• Maintain graduate student records including required data entry in GPAS. Record graduate milestones,
  funding, fellowship awards, and travel expenses:
  • General monitoring of student data in GPAS
• Update departmental webpages regarding graduate programs
• Coordinate and assist the graduate recruitment process for the MA/PhD programs in the departments
  together with department chairs and DGSs:
  • Update contact information on recruitment spreadsheet (for approximately 117+
    colleges/universities based within the U.S.) on an annual basis
  • Assist DGS in contacting all colleges/universities on spreadsheet through personalized emails,
    letters, and mailings (of graduate brochures, posters, swag, etc.)
• Manage admissions process including application processing:
  • Compile applications, complete initial assessment, and share with faculty
  • Assist prospective students with the application process
  • Coordinate with the Graduate School and ISSS as needed
  • Track acceptance and rejection of admission offers and status of wait list
• Work with Event Coordinator to schedule graduate recruitment weekend:
  • Schedule meetings and events
  • Publish master schedule
• Prepare offer letters for all graduate students (both accepted and continuing):
  • Document and track funding, conditions, duties, award type/amount, etc.
  • Responsible for timely distribution of letters to students
• Initiate and organize new and continuing desk assignments on fourth floor graduate offices as needed:
  • Assign third floor graduate offices for ABD students
• Update graduate handbooks on an annual basis:
  • Write, revise, and publish departmental graduate policies and practices on an annual basis
  • Advise on Graduate School and University policies and procedures related to the graduate
    programs
  • Recommend departmental policies and procedures
• Analyze program data with Administrator
• Compile information about the graduate program as requested by organizations within and outside of the
  University

Student Worker Supervision -- 10%

• Hire, train, schedule and direct the work of 4 Student workers who provide front desk coverage and
  administrative support:
  • Responsible for generating offer letters and time sheets
  • Conduct training, evaluations, and performance management
  • Manage the front office student worker schedules
  • Monitor student workers communications regarding tutor scheduling, newsletters, and social
    media
  • Oversee delegated office duties to student workers as appropriate

Required Qualifications

• A Bachelor's Degree in a related field, or an equivalent combination of relevant
  education and experience totaling four years.

Preferred Qualifications

• Master's Degree
• Demonstrated commitment to equal opportunity, diversity, equity, and inclusion.
• Excellent skills in communication (written and oral), multicultural awareness, mastering and
  disseminating complex information, computer literacy (including word processing, database usage,
  e-mail, web searching, and reporting), and time management.
• Ability to work independently and collaboratively.
• Interest in theory and practice of academic advising and student support.
• Leadership and decision making experience within student services operations.
• The successful applicant will have additional years of experience in a graduate student services position
  with familiarity in graduate education policies and advising/working experience with graduate students
  in an academic setting.

About the College of Liberal Arts

Home to the arts, social sciences and humanities disciplines and programs, the College
of Liberal Arts is the largest college in the University of Minnesota and comprises 31
academic departments, and over 20 interdisciplinary research centers and
administrative/support units. CLA has over 1,300 faculty and staff spanning research,
teaching, advising, outreach, and administrative functions. CLA units reside in over
twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA
enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate
enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual
all-funds budget of $290 million.

CLA is a destination for curious, compassionate individuals who are committed to
making our increasingly interdependent and diverse global community work for
everyone. That foundational commitment begins in our CLA Constitution. CLA is
committed to increasing enrollment of underrepresented and under-resourced students,
diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff,
and promoting the expression and exploration of diverse perspectives and
viewpoints-so that we all gain the background knowledge and analytical skills we need
to understand and respect differences

Diversity, Equity, and Inclusion in CLA
Working in CLA
The Benefits of Working at the U

Pay Range: $21.63 - $27.88; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

A cover letter is required for consideration. The search committee will review candidates beginning June 30, 2025.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).