Graduate Program Coordinator - 23020BR

Graduate Program Coordinator

College of Liberal Arts & Sci
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

Graduate Program Coordinators in the College of Liberal Arts & Sciences (CLAS) are team members of the College Office of Graduate Affairs (COGA) assigned to specific CLAS academic departments to manage the administrative aspects of the graduate program and to advise graduate students and faculty on policies and processes related to graduate education at KU.

Graduate Program Coordinators work closely with faculty in their assigned academic unit, the COGA office, and other campus partners on key processes and initiatives related to graduate education. They provide students with equitable advising on program policy and requirements, connect them to campus resources, and guide them through the logistics of their graduate degree, from the application process through graduation.

Graduate Program Coordinators report to COGA, but their offices are located in the campus building of the department they support. They interact primarily with faculty and students day-to-day and build rapport and an understanding of department requirements and culture in order to tailor advising and to meet their departments’ needs.

Graduate Program Coordinators’ work is conducted independently and they enjoy a high degree of autonomy in how they structure their time and manage projects to meet the requirements of the academic calendar and the needs of their assigned departments. As members of COGA, they also benefit from having a team of colleagues to serve as a resource, share best practices, and build community.

Education or training in the field of study of the assigned academic units is not required, nor is prior experience in higher education. Graduate Program Coordinators are provided with comprehensive training to become subject matter experts on policies and processes related to graduate education at KU. Ongoing training and opportunities for additional professional development are also provided to encourage professional growth.

COGA is seeking to hire three (3) Graduate Program Coordinators out of this pool of candidates. Assignments for the three positions will be:
  1. School of Public Affairs and Administration – Master of Public Administration, Master of Urban Planning, and PhD in Public Administration
  2. Department of Ecology & Evolutionary
  3. Departments of Molecular Biosciences and Theatre & Dance

Job Description

50% Manages or coordinates administrative aspects of the graduate program and graduate data
  • Tracks student enrollment, grades, and overall degree progression and verifies that students have fulfilled all program and University requirements for their degree.
  • Submits and tracks forms related to student petitions, milestones, enrollment, awards, exams, and graduation.
  • Maintains current and historical data and records relating to the graduate program and students.
  • Coordinates graduate program events (e.g. prospective student visits, orientation, graduate student awards ceremonies).
  • Manages administrative aspects of the admission process, including collection and tracking of applicant materials, providing data or reports to admission committees, processing admission decisions, and preparing admission and funding letters.
  • Supports development and oversees implementation of programs’ communications related to recruitment and outreach.
  • Manages administrative aspects of student employment with the department (e.g. Graduate Teaching or Research Assistants) including tracking course assignments and funding, recording results of teaching evaluations, and submitting hiring forms.
  • Coordinates exams and graduation processes (e.g. schedules exams and thesis/dissertation defenses, tracks students’ submission of graduation documents, approves students’ applications for graduation)
  • Provides administrative support and collects and compiles data for program reviews, assessment, accreditation, grants, and awards.
  • Maintains and updates the graduate student handbook and graduate program pages of the department website and academic catalog.

30% Advises and guides graduate students and faculty on policy, procedures, and best practices related to graduate education.
  • Maintains broad expertise on policies, procedures, and best practices related to graduate education at KU. They effectively communicate this information to faculty and students to ensure successful student degree progression, support program initiatives, and provide creative solutions to problems.
  • Serves as primary contact for prospective students to guide them through the application process.
  • Advises students and faculty regarding University requirements related to student funding (e.g. scholarships, on-campus employment, federal aid)
  • Attends graduate faculty meetings, admissions and awards committee meetings, and annual graduate student review meetings in a policy advising capacity.
  • Connects students with appropriate opportunities and resources for financial support, professional development, and campus and community engagement.
  • Provides training and technical guidance to department faculty and students on University systems and platforms related to graduate education.

20% Collaborates with department and campus partners on key initiatives related to graduate education.
  • Consults regularly with department leadership regarding graduate program activities, initiatives, and student degree progression.
  • Serves as an advocate and liaison between students, campus offices, faculty, and department leadership to address student questions, issues, or grievances.
  • Collaborates with department stakeholders to collect and interpret data, and provide input to support program initiatives (e.g. recruitment efforts, alumni development).
  • Supports faculty in developing changes to the academic program and administrative practices to help the program attain its goals and improve student success.
  • Coordinates with department faculty and College governance to submit and usher through requests for modifications to the program’s courses or academic requirements.
  • As COGA team member, advises and provides input from a program perspective in order to refine College or University policies and administrative processes and advocate for their program.
  • Attends and assists with the CLAS Master’s Hooding Ceremony and the campus-wide Doctoral Hooding Ceremony.

Position Requirements

These positions have a hybrid work arrangement of up to two days/week remote and three days/week on-campus during the fall and spring semesters. Additional remote work is available during the summer session and academic breaks. Candidates are also encouraged to review KU’s employee benefits packages and paid leave schedule.

Required Qualifications

Evaluation of the following requirements will be made through (1) descriptions of work experiences and educational experiences in cover letter, (2) record of accomplishments and productivity addressed in resume, and (3) information provided from professional references. Please note that “relevant experience” for this position is any professional position, or combination of professional positions, where the experiences and skills in the required qualifications were used or developed:
  1. Bachelor’s degree with 3 years relevant experience OR Master’s degree.
  2. Professional experience involving the execution of detailed and time-sensitive procedures requiring independent judgment and a high degree of accuracy.
  3. Demonstrated effective communication skills as evidenced by application materials.
  4. Demonstrated organizational skills and attention to detail.
  5. Experience investigating, interpreting and communicating guidelines, regulations, policies, and procedures.
  6. Demonstrated ability to work independently to organize and track tasks/projects and to meet deadlines.
  7. Demonstrated experience collaborating and communicating with individuals from varying cultures, backgrounds, or levels of authority.
  8. Experience using databases or other electronic systems for tracking and managing information (e.g., accounts, data, forms).

Preferred Qualifications

  1. Demonstrated experience with and dedication to diversity, equity, and inclusion efforts.
  2. Experience training others on procedures and/or electronic systems.
  3. Experience providing customer service.
  4. Professional experience handling sensitive information and/or situations requiring discretion and conformity to confidentiality and security protocols.

Additional Candidate Instructions

A complete application includes: a cover letter that addresses how you meet all of the required qualifications, a resume, and the contact information, including email addresses, of three (3) professional references.

Candidates should apply by Mon, Aug 29, 2022 for priority consideration.

Contact Information to Applicants

Morgan Swartzlander

Advertised Salary Range

$43,000 Minimum

Work Schedule


Application Review Begins


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Posting Information
Posting ID:
College of Liberal Arts & Sci
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: