Graduate Program Coordinator

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How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Summary

The Department of Women's and Gender Studies (WGS) is a vibrant, dynamic academic unit with a diverse intellectual community dedicated to excellence through research and teaching. Our Graduate Program Coordinator is a critical member of the administrative team and is integral to our success. The person in this role provides a broad range of services to our three joint graduate Ph.D. programs (English, History, and Psychology), graduate level certificate students, and the faculty who teach them.

An enthusiastic, detail-oriented, professional, and positive persona is critically important to this position. The ability to manage a large and complex workload, efficiently complete projects in a timely manner, and multi-task in a dynamic environment is essential. The candidate must also be able to deliver exceptional customer service and collaborate with a diverse community of faculty, fellows, staff, graduate students, and visitors.

The person in this position works closely with the Department's Director for Graduate Studies, departmental leadership, Rackham Graduate School, graduate program admissions and certificate committees, and our faculty advisors. This position reports directly to and works closely with the department's Chief Administrator. WGS depends on each member of the team to work successfully and collaboratively with each other to fully support the departmental mission, as well as work independently with minimal supervision.

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Who We Are

About Women's and Gender Studies

Founded in 1973, the University of Michigan Women's and Gender Studies Department is an interdisciplinary academic unit within the College of Literature, Science, and the Arts. The Department is a diverse intellectual community dedicated to excellence through feminist research, teaching, and activism. It seeks to build interdisciplinary collaborations among faculty and students that bridge gender, racial, ethnic, economic, and national divides; create new knowledge about women, gender, race, class, sexuality, and disability; challenge unequal distributions of power; and improve the lives of all individuals and communities.

https://lsa.umich.edu/content/michigan-lsa/wgs/en.html

Responsibilities*

Graduate Program Student Support (40%)

• Administrative support for and collaboration with the Director of Graduate Studies, the DPC, Rackham Graduate Ally, and other departmental leadership to ensure the success of the graduate programs. 
• Serves as the primary point of contact and support for graduate student services for current and prospective students.
• Maintains PhD program of more than 40 doctoral and 20 graduate certificate students.
• Responsible for timely responses to inquiries and requests from current and prospective students, as well as maintenance of email groups. 
• Provides full administrative support and oversight for all phases and processes related to the graduate admission process including recruiting, application processing, and admissions. 
• In collaboration with partner departments, organizes and plans three distinct recruitment weekends to accommodate students admitted jointly with English, History, or Psychology. 
• Serves as an advisor for students, leadership, and faculty regarding all policies and procedures associated with the university, LSA, department, and Rackham Graduate School.
• Represents the department at the academic fairs, participates in LSA graduate group meetings, and serves on other committees as needed.
• Serves a liaison to our partner academic units and the UM Rackham Graduate School. 
• Supports departmental leadership in the implementation and coordination of new PhD students and GSI orientations. 
• Plans and executes, including providing onsite support, for a variety of graduate student events throughout the year.
• Creates advertising material for courses, events, and recruitment as needed. 
• Prepares Rackham Block Grant Reports. 
• Manages LSA Graduate Student System database for tracking graduate student milestones/progress.
•  Prepares and delivers timely notification about scholarship/fellowship opportunities and job placement information.
• Additional duties as assigned to support the mission of the department.

Financial and Data Management (40%)

• The role is responsible for managing the budgeting, accounting, and financial transactions relevant to the graduate program; tracking financial commitments to graduate students; presenting funding options to the DGS; and providing consultation for hiring and supervising GSIs. 
• Manages all aspects of graduate student financial aid, benefits, and funding in compliance with University, LSA, and Rackham Graduate School policies and procedures. 
• In collaboration with the Director of Graduate Studies, the Chief Administrator, and departmental leadership, develops graduate program budgets and projections.
• Manages graduate student awards, grants processes, student disbursements, and tracks funding, as well as student account activities and financials.
• In collaboration with the Chief Administrator, the Directors for both Graduate Students and Undergraduate Students, and the Undergraduate Program Coordinator, facilitates, coordinates, and executes GSI hiring to support course requirements. 
• This position enters and tracks tuition-only fellowships (in compliance with Continuous Enrollment), other departmental tuition, fellowships, stipends and benefits. 

Department Student Administrative Support (20%)

• This position is responsible for interpretation and serving as an advisor for all departmental, LSA and Rackham policies for faculty, staff, current and prospective students. 
• Provides regular reports regarding all aspects of the Women's and Gender Studies graduate students.
• Communicates regularly with joint program departments as to the scheduling and administration of language exams, preliminary exams, and dissertation defenses.
• Monitors national trends in Women's and Gender Studies doctoral programs; actively participates in the National Women's Studies Association.
• Monitors job market opportunities for graduate students (both academic and non-academic) and makes them available to students.
• Maintains alumni relations and databases. 
• The GPC is responsible for maintaining comprehensive and up-to-date records for prospective, current, and former PhD students; maintains demographic data and information about graduate application trends; prepares annual student review materials; and consults regularly with the DGS regarding student progress and time to degree.
• Provides needed support to graduate certificate students.
• Maintains awareness and understanding of departmental practices and procedures.
• Provides regular coverage for the main office. 
• Provides excellent customer service in responding to routine questions about the graduate programs and certificates, the curriculum, and operations of the department to callers/visitors/email inquiries.
• Provides administrative support and overall guidance to the department's graduate student organizations.
• Responsible for publicizing internships, fellowships, grants, etc. and events and helps identify speakers and panelists for student events.
• Orders teaching evaluations.
• Facilitates changes to curriculum (create/delete/modify courses); prepares and processes all PARF and CARF forms through the LSA curriculum committee for proposed changes.  Reviews impact of curriculum changes on students or other LSA units and advises Student Services Manager and Associate Chair and Director of any issues.
• Maintains tracking system for faculty teaching obligations and identifies issues to the departmental Chief Administrator and the Associate Chair for Graduate Studies.
• Serves as liaison to Sweetland Center for Writing in proposing and scheduling upper-level writing requirement (ULWR) classes, as well as other student support services. 
• Completes term/annual LSA & RO curriculum tasks as defined.
  Maintains content for graduate sections of the departmental website and departmental portal. 
• Manages an electronic newsletter for graduate students.
• Cross-training with the Undergraduate Program Coordinator and be expected to provide knowledge and expertise in undergraduate coordination as needed.
• Responsible for the planning and execution of all graduate student events.
• Additional project/department support as instructed by the Chief Administrator. 

Required Qualifications*

• Interest in, understanding of, and willingness to learn about such topics as feminism, LGTBQ activism, diversity, social justice, and the inclusion of all populations.
• Associate degree or equivalent with a minimum of four years of progressively responsible administrative experience.
• The successful candidate will have the ability to work effectively, efficiently, and sensitively with a diverse group of students, faculty and staff with confidential materials and situations.  
• The person in this position must have the ability to prepare complex, confidential written materials and correspondence, as well as the ability to effectively collaborate with faculty, students, and staff.  
• Must have demonstrated experience using MS Excel and Word, database tools and software, and understand the importance of social media in the academic environment. 
• This individual needs to be organized, a critical thinker, problem solver, and be able to handle pressure situations. 
• Adaptability, patience, and the ability to work collaboratively are essential for success in this role.
• Must be a self-starter, have excellent organizational skills, demonstrated ability to set priorities, handle multiple assignments and deadlines, and to display excellent judgment while operating in a flexible and highly professional manner. 
• Demonstrated ability to work in a team environment as well as work independently with minimal supervision. High degree of attention to detail and accuracy. Ability to identify and resolve conflict. Initiative and the desire to identify opportunities for changes to processes, procedures, and duties. 
• Willingness to assume additional responsibilities as needed.

Desired Qualifications*

• A bachelor or master's degree in higher education, college student services administration, student services, counseling, or other related discipline (or coursework towards a related program) is strongly desired.
• Robust finance skills and experience are highly desired.
• Working knowledge of university policies, rules, and administrative procedures, as well as Wolverine Access, related to student administration.
• 3 years or more of relevant student services experience in an academic setting, preferably within the College of LSA. 
• Reasonable knowledge of student counseling, advising on program requirements, problem resolution, and guidance practices. 
• Experience with U-M, Rackham Graduate School, and LSA policies and procedures. 
• Strongly prefer experience with the graduate admissions process and Rackham electronic application software. 
• M-Pathways experience and knowledge.
• Project management experience and skills. 
• Experience with FERPA and experience using M-Pathways and various LSA systems including MRS, student advising file, and course maintenance a plus.

Work Schedule

This is a full-time position with a primarily work schedule of 8am to 5pm, M-F. This position will require some scheduling flexibility to support student events and academic needs during evenings and weekends throughout the year. This position will require on-site work a minimum of four days per week. 

Additional Information

The target salary range for this position is $45,500-$56,600 per year, the actual salary offered is based on the qualifications and experience of the selected candidate.
This position may be underfilled to the Student Administrative Assistant Intermediate level pending the qualifications and experience of the applicant. 

As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

To learn more about diversity, equity, and inclusion in LSA, please visit lsa.umich.edu/lsa/dei .

To learn more about LSA's Mission, Vision and Values, please visit lsa.umich.edu/strategicvision .

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks.  Background checks are performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.