The Graduate Program Coordinator (GPC) position in the Department of Writing Studies supports all graduate degree programs including an MA and PhD in Rhetoric and Scientific and Technical Communication, MS in Scientific and Technical Communication, Post-Baccalaureate Certificate in Technical Communication, and two minors. The GPC oversees the administration and day to day operations for the graduate degree programs and requires strong advocacy and support to graduate students as well as a high level of independence, self-direction, and resourcefulness. The person in this position will serve as the departmental expert for graduate education policy, systems, and processes. They will work collaboratively with departmental leadership, Directors of Graduate Study, and faculty, and will liaison with collegiate and University graduate offices. The job responsibilities below provide details about the position.
Work location/modality: This position has a flexible/hybrid work modality with the expectation that three days a week will be in person (Minneapolis campus). During the probationary period the position will be 100% in person.
Graduate Programs Coordination and Oversight (60%)
Oversee and manage daily operations and administration of Writing Studies’ graduate programs by working collaboratively with Directors of Graduate Studies for the MA/PhD and MS/Certificate programs.
Serve as departmental expert/interpreter of graduate education policies and procedures for the department; evaluate graduate program practices to make recommendations and implement systems for improvements.
Serve as program subject matter expert in systems including Slate, GPAS, and PCAS and serve as the primary contact for questions related to these systems.
Serve on and present at the MA/PHD and MS/Certificate Graduate Committees, advise on policy, develop curricular and programmatic changes, strategize on mission development and implementation, compile minutes for archival and reference purposes.
Coordinate and co-facilitate orientations for the MA/PhD and MS/Certificate programs and develop orientation materials.
Oversee and coordinate annual admissions processes for the MA/PhD program and “rolling admissions” for the MS/Certificate program; optimize departmental processes for efficiency, communicate best practices and ensure policy and legal issues compliance; track and distribute applications to faculty review committees.
Coordinate student recruitment for the MA/PhD and MS/Certificate programs; create recruitment literature and email campaigns; track communications with applicants; research competitor programs. Provide information obtained to program leadership to inform refinement of RSTC policy and practice.
Create and implement departmental travel guidelines for graduate programs. Manage the TRPD (Travel, Research and Professional Development) allocation; solicit travel requests from students; oversee approval process; work directly with students and financial preparer to support student travel awards.
Manage all travel arrangements for “Visit Day” for newly admitted MA/PhD students; partner with faculty, current students, and staff to schedule events and develop event programming.
Communicate with prospective and current students. Create and send official correspondence to students regarding their admission, registration, status , and funding offers/requirements.
Oversight of multiple departmental, collegiate, University and external fellowships and scholarships. Announce funding opportunities; manage applications and requests; organize selection/nomination committees; announce recipients/award winners in coordination with scheduling deadlines; work with department administrator and accountant on award letters and funds disbursement.
Represent Writing Studies’ graduate programs to other collegiate departments and units; participate in the Graduate Program Coordinators Network and CLA Graduate Program Coordinator meetings.
Student Support and Advising Services (25%)
Advise graduate students on policy, procedural, and personal/professional development; exercise independent judgment and discretion to address sensitive and/or confidential issues in graduate study; identify and refer students to campus resources
Serve as first contact for all Writing Studies’ graduate programs; answer questions and provide information about graduate programs to current and prospective students, alumni, and other stakeholders using multiple communication channels.
Build and maintain departmental tools and resources to support graduate education (intranet, calendars, etc.).
Maintain graduate student handbooks through annual updates; author new content and develop policy and procedural statements.
Collaborate with program directors and presenters to develop and administer professional development programming for graduate students; promote, coordinate, and facilitate events including Parlor, RSTC Community Meetings, and RSTC Professional Development sessions.
Coordinate preliminary written exams; assist with scheduling oral exams; ensure students meet paperwork and online workflow deadlines.
Serve as primary liaison for and coordinate with Graduate Student Services and Progress (GSSP), CLA’s Office of Research and Graduate Programs (CLA ORGP), Graduate Admissions, International Student and Scholar Services (ISSS), and other units/initiatives with respect to graduate curriculum, student applications, degree plans, and degree completion.
Financial and Student Data Management and Analysis (10%)
Assist program directors in developing program budgets and developing/structuring new funding opportunities; advise on resource management, identify inconsistencies with budget plan, and recommend adjustments as needed; update funding applications and structure awards in compliance with funding source requirements.
Track and justify program expenditures made with purchasing card; manage graduate student travel and research spending request process; use EFS account strings to reconcile transactions.
Manage prospective student, current student, and alumni records for departmental and college databases.
Analyze, compile, and interpret student and graduate programs data; present findings at committee meetings, assist with program-level strategic planning, and write reports of results for department, college, and other units.
Monitor students’ degree progress, status, and registration to optimize course enrollments, advise on appropriate registration statuses, and ensure timely degree completion.
Maintain student academic and degree program records; initiate, coordinate, and contribute to annual academic progress reports; assist students in completing graduate degree plans.
Provide administrative support to other department staff (5%)
Assist with general office coverage as needed (phones, email, walk-ins).
Partner with administrative staff to plan department-wide events, meet scheduling deadlines, and support special projects; i.e. Staff Appreciation Lunch, Departmental meeting, Welcome Event.
Attend and report at meetings with accountants, department chair, and administrative staff.
Coordinate shared workflows, perform assigned steps, and backs up staff in areas such as topics courses scheduling and graduate assistant appointments.
Pursue additional training as assigned or required.
High School Diploma/GED and five years of progressively responsible experience working with undergraduate or graduate degree-granting programs and students in an academic department at a four-year college or University.
Excellent written and oral communication skills
Excellent time management, organizational, and problem-solving skills.
Demonstrated experience working both independently and collaboratively on a team.
Proficient using standard Microsoft Office and Google suite applications.
Experience providing administrative/academic support and service to students.
Experience working at the U of MN or other higher education institution
Demonstrated commitment to supporting a diverse, equitable and inclusive environment.
BA/BS degree from a four year institution.
Experience supporting a post-baccalaureate graduate program.
Experience understanding and interpreting policies and communicating them to multiple stakeholders.
Demonstrated experience with or ability to quickly learn enterprise and other University systems (i.e., PeopleSoft, admissions software such as Slate, etc.).
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.