Graduate & Online Program Coordinator

Updated: over 1 year ago
Location: Fort Collins, COLORADO
Deadline: 12 Oct 2022

Posting Details
Posting Detail Information


Working Title Graduate & Online Program Coordinator
Position Location Fort Collins, CO 80523
Does this position qualify for hybrid or remote work? No
Classification Title Admin Assistant III
Posting Number 202200394P
Position Type State Classified
Open Date 09/28/2022
Close Date 10/12/2022
Salary $3,744 - $4,139 Monthly + Full Benefits
Employee Benefits
Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
Full/Part Time Full-time
State Classified Hourly No
Overtime Eligible
Description of Work Unit
The department offers several undergraduate and graduate degrees in statistics and data science. It comprises 24 faculty and over 100 graduate students in our MS, MAS, and PhD graduate programs, and has a network of faculty affiliates at nearby research agencies (National Center for Atmospheric Research, National Institute of Standards and Technology, and Centers for Disease Control and Prevention, among others). Faculty members have a wide range of expertise and are involved in various interdisciplinary graduate training and research activities. Internal and external consulting activities of the department are supported through the Graybill Statistics and Data Science Laboratory.
Position Summary
Performs all administrative duties related to graduate and online programs in the department. In particular, provides administrative and technical expertise in the day-to-day operations of the Statistics Department’s MS/PhD and MAS graduate programs. With respect to online programs, provides support to the instructional activities of faculty and students applying institutional policies and procedures and promoting ongoing communication and interaction among all relevant components of the department and the university. Serves as an interface between the department and the Graduate School as well as CSU Online. This position reports to the Office Manager in the department.
Minimum Qualifications
  • Three years of general clerical experience
Substitutions
At the agency’s discretion, college or university course work, appropriate to the work assignment, may substitute for the experience on a year-for year basis. * Please note, to qualify for this substitution, a transcript must be submitted at the time of application.
Preferred Qualifications
Highly sought applicants will have many of the following:
  • Excellent oral and written communication skills
  • Excellent organizational and analytical skills
  • Experience or ability to learn and use Excel, Word, and other CSU online systems
  • Demonstrated attention to detail in regards to student communication and adherence to policies
  • Understanding the process of graduate education
  • At least one year of relevant experience in a position in higher education
  • General computer literacy, including basic competency with Microsoft Office
  • Demonstrated problem-solving skills and the ability to anticipate and address upcoming assignments and challenges
  • Demonstrated ability to consistently deliver accurate, complete work product in a timely fashion, including meeting any established deadlines
  • Demonstrated ability to adapt and learn new systems and software
  • A strong dedication to customer service, willingness to learn, and flexibility to pivot as priorities/needs change
  • Related State service experience


Essential Job Duties


Job Duty Category Coordinator for Graduate Programs of Study
Duty/Responsibility
Serve as the point of contact for answering all questions and communicating information related to MS/PhD and MAS graduate programs and graduate certificate programs. Student Recruitment: Extend invitations to visit and schedule appropriate activities and interviews for students. Maintain written and oral communication with prospective graduate students to disseminate information about the Department and the University. Admissions: Administer graduate admissions process by providing oral, written, and electronic information to domestic and foreign prospective students; conduct first review of all applications for graduate admission, verifying acceptability for admission; process denials as warranted; determine eligibility for assistantships and/or fellowships and process required documentation; work closely with Admissions, the Graduate School and International Student Services in the admission process; provide signature authority for graduate admissions, denials, and offers of assistantships. Arrange orientation, schedule, and new offices for incoming graduate students. Program Supervision/Administration: Create and maintain database containing the academic records for students in MS/PhD and MAS programs, progress, and awards of current graduate students. Implement and supervise the maintenance of the database, determine types of data summaries needed, and obtain and interpret the summaries. Notify students to submit Graduate School forms. Supervise scholarship and awards program for graduate students. Assist students with travel and conference plans. Provide guidance/support to graduate students by ensuring deadlines and requirements are followed; arrange and announce preliminary and final defenses for MS and PhD candidates; guide students in the creation of their Programs of Study and approve applications for graduation, being certain that both departmental and Graduate School requirements are met; resolve discrepancies; provide final graduation clearance to the Graduate School. Guide students with respect to policies, paperwork, procedures and support student environment and morale.
Percentage Of Time 60
Job Duty Category Coordinator for Online Program
Duty/Responsibility
Serve as the point of contact for answering questions and communicating information regarding departmental online learning programs/courses to potential students. Work with CSU Online on scheduling of online course offerings. Design a system that will track vital information on all online students before, during, and after program completion. Be responsible for implementing this system and will also be responsible for monitoring progress of the students in the database, utilizing information obtained from this database. Redesign (on a regular basis), implement, and process an online process used for exam proctor form submission and approval. Ensure that the testing conditions have been met by the proctor and student. Coordinate and manage the lecture video recording schedule each semester.
Percentage Of Time 20
Job Duty Category Instructional Programs – General
Duty/Responsibility
Administer academic activities of the department; prepare first and final drafts of semester course offerings ensuring accuracy and completeness of course offerings; process section/course additions/deletions based on pre-enrollment figures; verify appropriateness of incomplete grade assignments and grade changes; preparation, revision, and reproduction of departmental graduate program brochures; interpret rules, regulations, policies and procedures relevant to the program and transmit information to appropriate groups and/or individuals; manage and coordinate activities of the scholarship application process. Complete course request forms and work with the Department’s College Curriculum Committee representative to submit request forms for new or revised courses.
Percentage Of Time 20

Application Details


Special Instructions to Applicants
APPLICATION INSTRUCTIONS AND INFORMATION
  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.
  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent.
  • The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

INCOMPLETE APPLICATIONS
  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
  • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
  • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
  • Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

RESUMES
  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening. 

Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
  • Please see the Required Documents section of the posting.

NOTES
  • Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.
  • The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from [email protected] , OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

Equity, Diversity, and Inclusion at Colorado State University
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at [email protected] or call (970) 491- MyHR(6947).
DEPARTMENT CONTACT INFORMATION
  • Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).
Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.
Employment and Appeal Rights
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb .
A standard appeal form is available at: www.colorado.gov/spb . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.


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