Act as first point of contact for all inquiries regarding the graduate programs; serve as the liaison to the DGS in both FRIT & GNSD, and the Graduate School.
Liaison for faculty, staff, and students on graduate programs policies.
Oversees graduate budget in conjunction with Directors of Graduate Studies (DGSs)
Serve as primary contact and administrative support for prospective and current graduate students within FRIT & GNSD graduate programs.
Provide administrative support for the Directors of Graduate Studies (DGSs). As needed, represent the DGSs at meetings outside of the department.
Counsel graduate students from the admission process to graduation, including issues and questions concerning Program, College, and University policies/requirements, financial aid, employment, degree progress, and any individual issues.
Assist current and prospective students with program requirements and university forms.
Monitor graduate student registration and advise graduate students on academic progress:
Initiate contact with students and faculty, bringing concerns to the attention of students, faculty advisors, and the DGS appropriate.
Recommend solutions to academic and program challenges.
Coordinate exams for students and faculty for M.A. Phase Qualifying Evaluations, Ph.D. Preliminary Examinations, and Dissertation Defenses:
Serve as subject matter expert and resource to both students and faculty in systems such as Slate, Apply Yourself, and PeopleSoft (EFS).
Maintain graduate files with student records. Record graduate milestones, funding, fellowship awards, and travel expenses.
Coordinate annual review of all graduate students.
Administratively assist process for fellowship applications. As needed, coordinate internal departmental nomination process.
Solicit letters of appreciation from fellowship recipients and forward to development officer
Manage admissions process including application processing:
Compile applications and share with faculty
Assist prospective students with the entire application process
Coordinate with the Graduate School and ISSS as needed
Track acceptance and rejection of admission offers and status of wait list
Schedule graduate recruitment weekends:
Reserve hotels, flights, and shuttles
Budget & plan for catering and refreshments
Arrange rooms reservations with OCM
Schedule meetings and events
Track recruitment budget and expenditures
Assist and coordinate on the Graduate Studies Committee:
Schedule all committee meetings
Write/distribute meeting notes
Relay new student information to incoming graduate students
Meet with incoming students during welcome week orientation
Assist incoming students with their I-9 forms
Organize and facilitate Pre-Welcome Week Orientation for international and exchange students
Assist international students with specific needs related to visa status; .
Refer them to the International Student and Scholar Services (ISSS) office, as needed
Initiate and organize new and continuing desk assignments on fourth floor graduate offices
Assign third floor graduate offices for ABD students
Update graduate handbook on an annual basis
Write, revise, and publish departmental graduate policies and practices on an annual basis
Advises on Graduate School and University policies and procedures related to the graduate programs
Recommends departmental policies and procedures
Update contact information on recruitment spreadsheet (for approximately 117+ colleges/universities based within the U.S.) on an annual basis
Assist DGS in contacting all colleges/universities on spreadsheet through personalized e-mails, letters, and mailings (of graduate brochures, posters, swag, etc.)
Coordinate the entire undergraduate book prize process with the other undergraduate French programs within the state of Minnesota, writing e-mails and award letters, purchasing swag, mailing prizes, etc.
Prepare offer letters for all graduate students (both accepted and continuing)
Documenting funding, conditions, duties, award type/amount, etc.
Responsible for timely distribution of letters to students
Partner and collaborate with faculty/staff on the success of graduate programs
Analyzing program data with Assistant Administrator
Providing feedback & recommendations to faculty & Program Officers
Implementing solutions to improve programs
Designs, maintains, and monitors record-keeping for tracking applications and student degree progress
Prepare and keeps track of travel documents and travel accounts for graduate students
Compiles information about the graduate programs as requested by organizations within and outside of the University
Responsible for ensuring graduate student data is accurate and up-to-date in PeopleSoft
Undergraduate Programs Coordinator – 25%
Support the Director of Undergraduate Studies
Supervise four undergraduate student workers, as well as former student hired as temp/casual including hiring, training, performance feedback and directing work
Write appointment letters for all graduate and undergraduate student employees within FRIT and GNSD, including student workers (such as research assistants) who are supervised by other faculty
Manage the student worker schedule
Delegate office duties to student workers appropriately
Advises on College of Liberal Arts and University policies and procedures related to the undergraduate programs and recommends departmental policies and procedures
Edits relevant publications and on-line information
Monitors record keeping, including information on majors and minors
Handles requests for information about the undergraduate programs from organizations within and outside of the University
Communicate University and Department policy & procedures regarding registration, grading, & grievances to students & faculty
Ensure appropriate registration & direct questions about language proficiency exams to appropriate staff
Work closely with the DUS, CLA advisers, & administration to provide support for the French & Italian Undergraduate Programs & related projects
Responsible for ensuring undergraduate student data is accurate and up-to-date in PeopleSoft
Respond to general inquiries from students
Assist undergraduate students to resolve registration issues
Provide advising support by responding to student inquiries & directing students to appropriate resources;
Assist students returning from study abroad
Assist with scheduling & advertising major/minor declaration sessions
Able to work both independently and as a team member with limited supervision
High School Diploma/GED and four (4) years of related office experience. Education/training in a related field may substitute for up to two (2) years of experience.
Computer experience including databases, spreadsheets, word processing and email. Proficiency with Microsoft Word, Excel, and Gmail.
Experience managing multiple office responsibilities simultaneously; complete tasks that require attention to detail, prioritize workload, work independently, follow-up and meet deadlines.
Experience working with faculty, staff, and students from diverse populations and respect for various cultures.
Experience working with graduate programs.
Experience working in foreign language and literature academic settings in public institutions.
Strong customer service skills.
Experience working with student records and confidential materials.
Experience with the U of M Enterprise Financial System (EFS), i.e., reimbursements, travel, procurement cards, purchasing.
Experience working with guest lecturers on travel arrangements and event promotions.
Internal Number: 337695
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.