Graduate & Undergraduate Program Coordinator
Requisition Number: 66594
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Part Time
Posting Close Date: 21-Aug-2025
Date Posted:
Job Summary
The Department of Classics at CU Boulder is encouraging applications for the Graduate & Undergraduate Program Coordinator position! This role is responsible for oversight, management, and administration of the graduate program. 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 coordinator for 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 a crucial function of the position, including coordination and close collaboration with the graduate school and faculty to ensure a smooth process from beginning to end. The position 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 is the first point of contact for the Department of Classics. This position has the responsibility to create and modify processes and procedures for efficiency and effectiveness. This role manages logistical details and ensures smooth daily business operations of the administrative office and provides supervision for student employees.
The Graduate and Undergraduate Program Coordinator will improve efficiency and recommend process modifications and improvements based on analysis of operations. This requires continuous development of new perspectives and skills to improve processes. CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.
Who We Are
The Department of Classics is home to one of the most vibrant programs at the University of Colorado Boulder. Students at every level in the Department are challenged to acquire a set of skills in the analysis and presentation of diverse forms of evidence, that stand to serve them in their daily, civic and professional lives.
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 coursework, degree requirements, University/department policies, critical deadlines, etc.
Maintain graduate student records, track progress, and provide reports to the department, the College, Graduate School as required.
Monitor student enrollment each semester.
Manages Graduate Faculty Appointments, which enables them to teach graduate-level courses, sponsor Independent Study at the graduate level, and serve as committee members of defenses and examinations of individual students in the department.
Keep students informed of pertinent information for graduate education and career opportunities.
Guide students who are nearing graduation with scheduling of thesis and dissertation defenses, submitting final Graduate School documents, and other requirements for graduation.
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.
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 a clear interpretation of rules, regulations, and policies required by the college, Graduate School, Financial Aid, and International Student and Scholar Services.
Follows 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 the 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's admissions protocols, including systems to assist in analyzing and evaluating relevant data of the applicant pool.
Track electronic application files through the faculty review and admission process.
Determine/implement schedules and itineraries for graduate applicant recruitment visits to campus that are aligned with campus regulations and meet departmental budget requirements.
Undergraduate Program Administration:
Plans, prioritizes, and manages the workflow of the undergraduate program, providing administrative, technical, and clerical support for the Chair, Associate Chair, and academic advisors.
Supervises the undergraduate student registration process by monitoring 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.
Is responsible for Special Action and Change of Record forms for undergraduate students. Develops and maintains diverse databases related to undergraduate program operations.
Serve as department drop/add coordinator.
Work with the Associate Chair for Undergraduate Studies to promote undergraduate scholarship and the collection of scholarship applications.
Administrative Support:
Creates and updates department forms as necessary.
Provides clerical support to department administrators, faculty, and staff on occasion as needed.
Recruit, interview, hire, and train student employees for front office coverage and general knowledge of department operations.
Manage multiple student schedules and submit timesheets according to the payroll deadline.
Supervise student employees and monitor their performance per faculty, staff, and departmental needs.
Organize the daily activities of the office by prioritizing and monitoring workflow.
Provide ongoing learning opportunities and feedback to student employees.
Acts as departmental liaison for internal campus entities, etc, Access Services, Parking Services, Facilities Management, and others.
Maintain all records associated with assigned duties in an electronic format that is organized and accessible as necessary 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.
Maintains all departmental databases for ongoing surveys, applications, and other departmental needs.
Manages all aspects of the website, including maintaining program content on the department website and using the department listservs to disseminate important information.
Publicizes department courses and events within and beyond the department.
Develops, designs, and distributes the Classics annual departmental newsletter in collaboration with the Chair and faculty.
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.
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. Seeks to improve efficiency and recommends process modifications and improvements based on analysis of operations.
The position will regularly review and revise the department website by comparing it 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, etc.
Will require evaluative skills as well as the ability to work closely with department personnel to better define objectives and goals.
Event Planning and Management:
Manages the lifecycle of the event from beginning to end, which includes the creation and design of all programmatic materials, managing catering, reserving appropriate space, and coordinating staffing needs.
Promote and market 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 creating a generally festive celebration.
Assist in organizing and conducting department commencement ceremony where applicable.
Other:
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 student and honors thesis hours.
Other duties as assigned.
What You Should Know
The position will primarily be working in the office with the potential to support a hybrid format.
This is a 50% time position.
What We Can Offer
The salary for this part-time position is $27,560.
Benefits
The University of Colorado offers excellent benefits (https://www.colorado.edu/jobs/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 (https://www.colorado.edu/about) .
Be Statements
Be adaptable. Be groundbreaking. Be Boulder.
What We Require
Bachelor's Degree.
Previous education and/or experience may substitute on a year-for-year basis.
1 year of experience in an occupational field related to the work assigned to the position
What You Will Need
Ability to work independently and with responsibility for initiating and completing tasks.
Proficient in 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.
Ability to work independently and exercise judgment in resolving departmental needs.
Ability to prioritize workflow within the office.
Special Instructions
To apply, please submit the following materials:
A current resume.
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 8/21/025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs. (https://www.colorado.edu/jobs/)
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Graduate-Undergraduate-Program-Coordinator/66594 (https://apptrkr.com/6459247)
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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.
