Graduate Program Coordinator

The Graduate Program Coordinator (GPC) serves in a key position of graduate program leadership, having a direct impact on graduate student recruitment, admissions, matriculation, student degree progress, program completion, graduation, and quality of graduate student and graduate faculty experience. The GPC provides primary programmatic and operation support for the Experimental and Clinical Pharmacology (ECP) MS and PhD programs serving approximately 25 graduate students. This position works closely with the Director of Graduate Studies (DGS) and Associate Director of Graduate Studies (ADGS) to manage the program, ensuring systems are in place to deliver consistent and efficient services, including developing and supporting a welcoming environment for students from a variety of different backgrounds. The position also manages curriculum and financial reporting, as well as general department administrative support. This position is a key member of the department administrative team and reports to the ECP administrative manager with a matrixed reporting line to the Director of Graduate Studies.

Principal Duties and Responsibilities:
75% ECP Graduate Program Administration
Under the direction of the Director of Graduate Studies, serve as administrative coordinator for graduate student and faculty support, with duties including but not limited to:
* Student Services
Provides primary program support for approximately 30 graduate students in the Experimental and Clinical Pharmacology PhD and MS programs; responds to program inquiries, including policy and procedure questions.
Monitors student degree progress and applicable deadlines and milestones to ensure that students continue to advance in their academic progress; alerts DGS to issues/concerns as they arise and offers potential solutions.
Advises current and prospective students on program requirements, milestones and planning strategies, including how course selections interact with milestone requirements and degree completion procedures.
Coordinates the onboarding and orientation process for incoming students.
Maintain student records, monitor milestones, and track progress in GPAS and PeopleSoft.
Investigates and troubleshoots student account/billing discrepancies.
Program Management
* Reviews graduate registration exceptions. Initiate changes such as advisor assignment and/or adding a minor or plan type to the student's record following approval by the DGS. Process exam results, review/approve holds, exceptions, schedule courses, oversee registration, and provide policy background for course development. Submits and tracks proposals in CourseDog for new/updated coursework and curricula. Submits course catalog updates in CourseDog. Generates permission numbers for graduate courses as needed and maintains student records.
* Request classroom scheduling
* Acts as program subject matter expert in systems such as SLATE, PeopleSoft Campus Solutions, Workflow Gen, MyU, Reporting Center, GPAS, CourseDog.
* Respond to issues in any aspect of the program (i.e., distant committee members; find room for public defense and committee meeting; advertise public defense; Plan PhD/MS defense recognition celebration)
* Add and maintain courses and degree plans in University course management and degree program management software
* Maintain records, monitor and produce reports on student degree progress, keep students informed of Graduate School/University policies and deadlines
* Regularly attends meetings regarding graduate education (e.g. GPCN (Graduate Program Coordinators Network), CoP GCP monthly meetings and other meetings called) for continued professional training, policy updates, and best practices.
* Prepare graduate program data for various reporting:
Associate Dean for Graduate Education report
ECP end of the academic year event
ECP annual report
ECP State of the Dept
* Maintain student handbook and graduate faculty handbook, develop ECP graduate program procedures as requested and reviewed by DGS
* Plans and coordinates graduate program events as necessary.
* Coordinate course schedules, such as curriculum update, graduate faculty, graduate student orientation, hooding ceremony, etc.
* Monitor and request updates of ECP graduate program web pages with support of ECP staff and CoP communications staff
* Coordinate administrative aspects of ECP seminars including: food ordering, schedule distribution, promotion of weekly seminar, etc.
* Respond to requests from prospective and current students and faculty in a timely manner.
Coordinate Graduate Student Admissions
Schedules and facilitates grad admissions committee meetings, trains and supports committee members throughout application review, interview, decision notification, and recruitment process.
Manages the application lifecycle in digital application system
Guide admitted students from acceptance to arrival on campus including:
Creation and distribution of admittance letters
Organize admissions materials and notify students
Organize and support prospective graduate student campus visits, including visit day arrangements and reimbursements as needed
Attends annual Admissions Updates provided by the Graduate Office of Admissions to stay current on all university policies.

Financial Monitoring and Reporting
* Track funds awarded to the ECP Graduate Program on an ongoing basis.
Verify that awards are being spent during the appropriate interval.
Create and maintain records on funds and awardees on an ongoing basis.
Monitor graduate travel funds. Process internal reimbursement and financial documents for graduate students.

* Prepare and coordinate graduate student GA funding information each semester.
Prepare graduate student funding appointment letters in partnership with CoP HR.
Monitors TA/RA eligibility per University, college, and program requirements (e.g. registration appropriate to job class; language proficiency)

Management of graduate student, fellow, and alumni data
* Create and maintain files on enrolled and past graduate students and other trainees in an electronic database
* Information should be collected from students and alumni on a regular basis (i.e., collection of CV) to update the database at least biannually

25% ECP Administrative Support
* Coordinate and assist DGS/ADGS with Research Emphasis ECP Track in PharmD professional program
* Support the department head and administrative manager in special projects
* Provide continuity of department administrative support and general department operations when other administrative team members are absent
* Other duties as assigned

Supervision:
None

Working Conditions:
The majority of the work in this position is able to be performed in an office setting or remotely. This position is available for Work. With Flexibility. arrangements based upon the employee's preferences and the requirements of the position.

Required Qualifications:
* BA/BS degree plus at least two years of relevant experience, or a combination of related education and work experience to equal at least six years.
* Experience with supporting students
* Strong interpersonal, organizational, and project management skills
* Ability to work independently and as a dependable team player

Preferred Qualifications:
* Previous experience with University of Minnesota
* Previous experience in a higher education environment
* Proficient with Microsoft Office and Google Workspace software
* Demonstrated ability to work effectively and professionally with a broad range of constituents in a collaborative environment.
* Evidence of a commitment to quality service and the ability to exercise good judgment.
* Demonstrated experience working with people from diverse backgrounds.

Pay Range: $37,600 - $45,108; depending on education/qualifications/experience

Time Appointment: 80% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

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