Position Overview

Graduate Program Coordinators in the College of Liberal Arts & Sciences are team members of the College Office of Graduate Affairs (COGA) assigned to specific College academic departments to manage the administrative aspects of the graduate program and to advise graduate students and faculty on policies and processes related to graduate education at KU.

This graduate program coordinator position reports to the COGA Assistant Director and is assigned to the Department(s) of: Anthropology, Film & Media Studies, Leadership Studies, Theatre & Dance, Visual Art.

Job Description

50% Manages or coordinates 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 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.
• Coordinates graduate program events (e.g. prospective student visits, orientation, graduate student awards ceremonies).
• Manages administrative aspects of the 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.
• Supports development and oversees implementation of programs’ communications related to recruitment and outreach.
• Manages administrative aspects of student employment with the department (e.g. Graduate Teaching or Research Assistants) including tracking course assignments and funding, recording results of teaching evaluations, and submitting hiring forms.
• Coordinates exams and graduation processes (e.g. schedules exams and thesis/dissertation defenses, tracks students’ submission of graduation documents, approves students’ applications for graduation)
• 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 policies, procedures, and best practices related to graduate education at KU. They effectively communicate this information to faculty and students to ensure successful student degree progression, support program initiatives, and provide creative solutions to problems.
• Serves as primary contact for prospective students to guide them through the application process.
• Advises students and faculty regarding University requirements related to student funding (e.g. scholarships, on-campus employment, federal aid)
• 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 department leadership 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.
• Collaborates with department stakeholders to collect and interpret data, and provide input to support program initiatives (e.g. recruitment efforts, alumni development).
• Supports faculty in developing changes to the academic program and administrative practices to help the program attain its goals and improve student success.
• Coordinates with department faculty and College governance to submit and usher through requests for modifications to the program’s courses or academic requirements.
• 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 College of Liberal Arts & Science’s Master’s Hooding Ceremony and the campus-wide Doctoral Hooding Ceremony.