Program Coordinator, Graduate Interdisciplinary (Part Time)

Position Highlights

The University of Arizona's Graduate Interdisciplinary Programs invites you to apply to the role of Program Coordinator (Academic Administrative Professional II) position. In this role, you will administratively manage the Graduate Interdisciplinary Program (GIDP) in Entomology & Insect Science in collaboration with the Chair and Executive Committee.

The duties are highly varied, with the primary responsibility being to ensure all program goals and objectives are accomplished. This includes, but is not limited to, providing administrative support to the program Chair and Executive Committee and serving as the Graduate Coordinator for all graduate support functions, including recruitment, admissions, and financial assistance such as budgeting and organizing student financial support, as well as enrollment and degree completion.

Additional responsibilities include assisting current students with administrative matters, planning program events, coordinating course scheduling, and working on program matters and events in collaboration with the GIDP Administration Office. The role also involves providing program- and student-related data to the Chair, drafting reports, and supplying requested data to GIDP Administration, the Graduate College, the Office of Assessment, and other supervisory bodies within the University of Arizona.

The University of Arizona Graduate College plays a central role in advancing graduate education, research excellence, and student success across the university. The Graduate College supports graduate programs by fostering an academic environment that prepares students for leadership in research, industry, public service, and academia. Through collaboration with colleges and departments campus-wide, the Graduate College promotes innovative scholarship, professional development, and equitable access to graduate education, while upholding the highest standards of academic integrity and mentorship. Committed to student-centered support and institutional impact, the Graduate College drives initiatives that strengthen graduate outcomes, research engagement, and the university's mission as a leading public research institution.

Duties & Responsibilities

Administrative Responsibilities:

• Manage all fiscal matters including operations and recruitment budgets, travel, graduate student support, and purchasing under the direction of the Program Chair and the Graduate Interdisciplinary Programs Administration.
• These duties include:
• Coordinate all student financial support, including the process of hiring graduate assistant and associate hiring, and ensuring that students meet program and Graduate College eligibility requirements.
• Budget and plan program events.
• Assist with the preparation of financial reports as necessary.

Academic Advising of Students

• Advise students on Graduate College and program requirements and assist in their course enrollment in collaboration with the Chair, and students' advisors.
• Coordinate, track, and monitor degree completion progress internally and with Degree Auditors using the GradPath system for each degree-seeking student; advise students on requirements needed for timely program progression and completion.
• Ensure graduate student compliance with Graduate College policies and procedures.
• Work with advisors and Program Chair to assist students.

Coordinate Graduate Recruitment and Admissions

• Answer emails from prospective students and connect them with appropriate faculty.
• Work with Graduate College Admissions to ensure program faculty recruitment committees can access applications for discussions on decisions in UAccess Student.
• Coordinate admissions with Graduate College Admissions specialists.
• Organize recruitment events (prospective travel and scheduling, faculty and student scheduling, on-campus/virtual social events).
• Advise admissions committee on graduate admissions policies and procedures.
• Submit reimbursement claims for catering at meetings.
• Preparation of student offer letters in collaboration with Program Chair, and college business offices.

Program Assessment, Record Keeping, and Planning

• Record keeping of annual program assessment, record keeping of current students and alumni.
• Update the student handbook to reflect changes in UA policy and course requirements in accordance with Graduate College procedures.
• Every seven years, the Program Coordinator will also assist with the preparation of the Academic Program Review self-study report and participate in meetings as necessary.
• The Program Coordinator also schedules Executive Committee meetings and participates in sub-committee meetings to take minutes as necessary.

Course Scheduling

• Work with faculty to make sure the class schedules are accurate each semester and working with Room & Course Scheduling during proper open sessions to correct errors and reserve appropriate rooms for courses.
• Attending annual RCS training for incoming AY modifications in policy and procedures.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Experience with applicable UA information processing systems (PCard and UAccess) will be considered a strength.