Graduate Program Coordinator

University of Kansas   Lawrence, KS   Full-time     Education
Posted on May 9, 2022
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Graduate Program Coordinator

College of Liberal Arts & Sci

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 units to manage all 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.

CLAS Graduate Program Coordinators report to the COGA Associate Director. This position is assigned to the Department(s) of Molecular Biosciences and Theatre & Dance.

This position has a hybrid work arrangement of up to two days/week remote and three days/week on-campus.

Job Description

(50%)  Manages or coordinates all 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 all University or department 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. Prepares comparative statistical reports upon request.
  • Develops and manages programs’ communication campaigns for graduate recruitment and outreach.
  • Coordinates events related to graduate programs (e.g. prospective student visits, new student orientations, committee meetings, and graduate awards ceremonies).
  • Manages administrative aspects of the graduate 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.
  • Manages administrative aspects of 3G (GTA/GRA/GA) processes, including tracking of positions and course assignments, submission of hiring forms, and record keeping of GTA teaching evaluations.
  • Coordinates exams and graduation processes, including scheduling exams and thesis/dissertation defenses, submission of student graduation documents, and approval of applications for graduation.
  • At request of unit, 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 program, College, and University policies, procedures, and best practices related to graduate education at KU, including related to recruitment, admission, enrollment management, exams, and graduation.  Proactively and effectively communicates this information to faculty and students to ensure successful student degree progression, support program initiatives, and provide creative solutions to problems. 
  • Advises students and faculty regarding University requirements related to scholarships, GTA/GRA/GA employment, federal aid, and other University funding. Provides content expertise and advises faculty regarding compliance with the GTA Memorandum of Agreement.
  • At request of unit, 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 Director of Graduate Studies (DGS) 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.
  • Builds rapport and an understanding of department requirements and culture in order to tailor advising and support to meet departments’ needs.
  • Collaborates with department stakeholders and committees to collect and interpret data, and offer feedback to support program initiatives, curriculum changes, recruitment efforts, or alumni development.
  • Supports the DGS and program leadership in developing changes to program and administrative practices to help the program attain its goals in relation to time to student satisfaction and success.
  • In consultation with department leadership, supports the program and curricular development process, including coordination with College governance to submit and usher through program & curricular changes.
  • 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 Graduate Studies’ Doctoral Hooding Ceremony. 

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:

  1. Bachelor’s degree with 3 years relevant experience OR Master’s degree.
  2. One year minimum of 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.

Contact Information to Applicants

Additional Candidate Instruction

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.

Advertised Salary Range $41,500 minimum

Application Review Begins 31-May-2022

Anticipated Start Date 27-Jun-2022

Primary Campus University of Kansas Lawrence Campus

FTE 1.0

Reg/Temp Regular

FLSA Status Administrative

Employee Class U-Unclassified Professional Staff

Job Family Administrative/Management-KUL

Work Location Assignment Hybrid


The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Civil Rights & Title IX,, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).