Policy Coordinator - 24544BR

Policy Coordinator

Graduate Studies
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Office of Graduate Studies is seeking a Policy Coordinator to manage a range of projects and processes that support the development and appropriate application of graduate policy. The individual in this position maintains a thorough knowledge of Graduate Studies and other relevant policy, conducts policy research, and regularly communicates about policy-related matters. The Policy Coordinator also serves as staff liaison and primary administrative support to the Executive Council of Graduate Faculty. KU has graduate programs at the Lawrence, Edwards, and Leavenworth campuses.

The selected candidate will receive training and support to ensure success in this role. This position is eligible for a hybrid work schedule.

If you are looking for a rewarding and dynamic career, look no further than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational opportunities for employees. KU is a great place to work!

About Lawrence, KS

The University of Kansas is located in Lawrence, a community of about 95,000. Only 35 miles west of Kansas City and 20 miles east of Topeka, you will never be far from barbecue, jazz, museum culture, and more. Lawrence has a lively downtown and a thriving arts and music scene, and its local government has enacted ordinances supporting equality for all members of its population. Lawrence locals covet the numerous sports and recreational opportunities, local shops, and a wide range of locally-owned restaurants.

Job Description

Consultation and Communication 30%
  • Maintains a thorough knowledge of all polices, agreements, and procedures that impact graduate education and the graduate student experience at KU, including state, federal, Kansas Board of Regents, and KU policy.
  • Provides consultation to the Schools and other campus offices concerning policy and interpretation of policy as it pertains to graduate students and graduate faculty appointments.
  • Develops help documents and training for School-level staff on policy requirements and Graduate Studies’ processes.
  • Liaisons with policy counterpart at the Medical Center campus to ensure strategic alignment of policy and ongoing coordination.
  • Develops and maintains content about policy and academic processes for the Graduate Studies websites and an internal Teams site.
  • Reviews and updates the Graduate Studies section of the Academic Catalog on an annual cycle.
  • Periodically reviews graduate policy to ensure content remains accurate and relevant, completing technical edits as necessary.
Academic Processes, Systems, & Reporting 25%
  • Monitors and processes petitions and requests. Administratively approves as appropriate and prepares remaining for Executive Council agenda. Follows-up with schools as needed to address missing or conflicting information.
  • Supports the Electronic Thesis and Dissertation (ETD) submission process. Works with departments/schools, the KU Libraries, and the third-party vendor (UMI/ProQuest) to ensure submission process is efficient and effective.
  • Prepares and submits occasional reports to various internal and external offices using established templates or guidelines, including but not limited to the Office of the Provost, KBOR, and RTI International (Survey of Earned Doctorates).
Support for Faculty Governance 25%
  • Serves as ex officio member and staff support to the Executive Council of Graduate Faculty.
  • Manages process to appoint new Executive Council members.
  • Coordinates with Executive Assistant to schedule all Executive Council meetings.
  • Works with Vice Provost, Assistant Vice Provost, and other Graduate Studies staff to identify agenda items. Tracks upcoming agenda items and prepares meeting agendas.
  • Attends all Executive Council meetings and takes minutes. Ensures that all Executive Council business is conducted according to bylaws.
  • Maintains all records and communications pertaining to Executive Council business.
  • Prepares annual report of Executive Council activity.
Policy Research & Development 15%
  • Collaborates closely with the Assistant Vice Provost on policy development, providing policy research and summaries of approaches used by peer and aspirational peer institutions, utilizing available institutional, state, and national data sources as appropriate.
  • Shepherds all policy proposals through various steps of review and approval, including the use of project management tools to track progress. Coordinates with affiliate offices and University leadership as required.
  • Collaborates with the Policy Office for the publication of new policy and policy revisions in the Policy Library.
Other duties 5%
  • Participates in Graduate Studies team meetings and collaborates on Graduate Studies projects. May provide occasional support for other functional areas.
  • May execute additional projects or tasks as delegated by the Vice Provost or Assistant Vice Provost.
  • May include supervision of a student employee.
  • Serves on relevant University committees as required.

Position Requirements

  1. This position will have a hybrid work arrangement in which Incumbent works remotely and on campus based on a set departmental schedule.

Required Qualifications

  1. Master’s degree OR Bachelor’s degree PLUS three (3) years of related experience.
  2. Excellent written and verbal communication skills, as evidenced by application materials and interview.
  3. Prior work experience that required strong organizational skills.
  4. Experience working with diverse populations.
  5. One (1) year of experience using the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Access).

Preferred Qualifications

  1. Experience interpreting and communicating complex information, instructions, regulations and/or policies.
  2. Experience with graduate academic policies, procedures, and relevant information systems at KU.
  3. Experience with project management tools.
  4. Experience handling sensitive information and/or situations requiring discretion and conformity to confidentiality and security protocols.

Additional Candidate Instructions

A complete application includes:
  1. Cover letter addressing how you meet the required and preferred qualifications.
  2. Resume.
  3. Contact information for three professional references (including at least one previous or current supervisor).
  4. Completion of the online application.
Only complete applications will be considered.
  • Application review begins Monday, March 20, 2023 and continues until a pool of qualified applicants has been identified.

Contact Information to Applicants

Kristine Latta, klatta@ku.edu

Advertised Salary Range

Minimum $48,000, final determination commensurate with experience

Work Schedule

Monday-Friday, 8 am to 5 pm

Application Review Begins


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Posting Information
Posting ID:
Graduate Studies
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: