This position is located in the School of Kinesiology (KIN) in the College of Education and Human Development (CEHD). The Graduate Program Coordinator (GPC) oversees advising, academic operations, and student services for the MA, MS, MEd, and PhD program within the department. This includes developing and directing admissions, recruiting, advising, program operations, scholarship/fellowship review and awarding, degree clearance, and graduate program functions. The GPC is a leader among department student services staff by providing subject matter expertise, interpreting grad school policy, providing guidance and escalation in complex situations, advising research program students, and mentoring new advisors.
This is a 12-month, 100% time, annually renewable P&A position and reports to the School of Kinesiology’s Administrative Director.
The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures.
Academic Advising and Student Services (40%)
Lead the academic advising activities in the department by determining department advising policies and procedures, providing consultation to other academic advisors in complex situations, as well as mentoring and training new GPC’s within CEHD.
Utilize a holistic advising model and serve as academic advisor for MA, MS, MEd, and PhD students including counsel students, track degree progress, advise on graduate student policies, recommend course selection, prepare academic plans, approve exceptions, manage registration, and lead orientation.
Act as primary department liaison to Graduate Student Services and Progress and Office of the Registrar, including assigning and updating faculty advisors, assigning master plan types, updating faculty role database, reporting written prelim results, adviser/advisee appointments, and degree clearance.
Direct students through graduate program processes, including taking written and oral prelim exams, forming and submitting an oral prelim and final committee, reviewing annual progress reports, and applying for graduation.
Recommend financial support options to MA, MS, MEd, and PhD students, including Graduate Assistant, scholarship and fellowship opportunities, and changes in their support packages.
Advise students with special circumstances and requests regarding academic, health accommodations or time limit extension and leaves of absence. Provide referrals to ISSS, Boynton Health, Disability Resource Center and other University services as necessary.
Investigate and respond to MA, MS, MEd, and PhD student grievances, concerns and inquiries including mediating issues between faculty and students.
Advise students regarding cultural engagement opportunities related to the Department, including students' participation in department graduate seminars, fellowship, scholarship and other funding opportunities, etc.
Adjudicate academic exception requests/petitions from Kinesiology students regarding academic programs/policies
Develop and implement exit interview process to track post-graduation plans.
Utilize various systems (APLUS, GPAS, PeopleSoft) to complete advising responsibilities and create, design and maintain all graduate students’ records in these systems.
Monitor students’ grades in the programs, non-credit course registrations (GRAD 999, KIN 8444) and make exceptions and/or place registration holds when necessary.
Review all transfer course requests, work with DGS and Graduate Admission Office to process the approved transfer credits in various systems (GPAS, Perspective Content, etc.).
Manage MA, MS, MEd, and PhD Recruitment and Admissions (25%)
Direct the program admissions and recruitment strategy, including determining recruiting gaps, researching innovative ways to recruit students of color, and developing timelines, deadlines, review, update and refine processes, and documentation in collaboration with department faculty and the DGS.
Build program reputation and brand identity with prospective students, applicants, and admitted students. Establish, implement, assess and improve best practices in recruiting graduate students.
Meet, advise, and direct prospective students through admissions processes and decisions. Work closely with the Graduate School admissions office to determine international student degree equivalencies and application qualifications.
Develop, plan, and implement the MA, MS, MEd, and PhD recruitment events, including determining contents of the promotional materials, providing alumni stories for social media platforms, and presenting on program requirements, policies, and graduation readiness.
Create and implement graduate student applications in Slate, works with all prospective students on their application status, sends applicants into the review system for committee consideration, meets with program faculty and DGS to finalize admission decisions, moves prospects through to admission decisions and releases the decision to applicants, handles deferral requests as necessary.
Partner with the DGS and make recommendations on student admission decisions. Correspond and track admitted students’ admission decisions.
Oversee and assess readmission requests, collaborate with program faculty and DGS on readmission decisions, partner with Graduate Admission Office and process all readmission decisions in the system.
Graduate Program Operations (25%)
Act as the department’s subject matter expert on graduate student policy, processes, disciplinary areas, and systems. Take the lead on resolving complex issues and collaborate with department and University partners as needed. Initiate and implement program specific processes and procedures, incorporate all policies and monitor compliance.
In collaboration with program leadership, identify opportunities and strategize on solutions to improve student and program success and growth.
Coordinate programmatic and curriculum changes with DUGS, DGS, and faculty, collaborate with curriculum council to update Program and Curriculum Approval System (PCAS).
Consult with department leaders on course offerings, curriculum needs, course overlap and scheduling to ensure appropriate curriculum planning for each semester.
Initiate new course and program proposals, work with program faculty and curriculum council on all graduate-level course proposals and revisions using PCAS and ECAS.
Determine MEd cohort size and manage adviser assignments in order to create reasonable advising loads for each faculty advisor and to ensure student success.
Oversee physical and financial resources (e.g. Graduate Studies budget, fellowship/scholarship funds) for the MA, MS, MEd, and PhD programs, including the:
Graduate Assistantship Budget, comprising approximately $600K in teaching, research, fellowship, administrative support.
Fringe Benefits Budget, comprising approximately $700K in health and tuition support.
Director of Graduate Studies (DGS) Budget, comprising approximately $50K in additional marketing, recruiting, travel, orientation, and seminar events.
Gather, analyze data, and create reports for the Graduate School and CEHD related to graduate student profiles, time to degree, sources of support, job placement, etc.
Serve on the Graduate Education Committee: create agendas in consultation with DGS, attend meetings, publicize events, oversee budget, and coordinate special projects. Mentor and train graduate students assigned to the Graduate Education Committee, as well as the Graduate Assistant assigned to the DGS.
Onboard and train new DGS in graduate school and department policy and procedures.
Serve as project lead for University-wide online annual progress review system using WorkflowGen and coordinate annual progress reviews of department’s MA, MS, MEd, and PhD students.
Lead, organize and coordinate program specific orientations and social events. Oversee the planning, preparation and wrap-up for all events related to graduate education.
Orient new faculty to graduate programs linked to Kinesiology and sport management.
Develop and facilitate grant/fellowship nomination/award process. Collaborate with program faculty, DGS and Department Administrator to request and collate recommendations for graduate assistantships for all graduate students. Manage graduate assistants’ offer letters and pay in the system.
Serve as the primary consultant to the DGS on a daily basis in organization and implementation of program programs.
Policy Development and Implementation (10%)
Stay abreast of policy changes from the University and Grad School, determine what impact changes may have on Kinesiology students, communicate policy to departmental faculty, staff, students, and campus professionals and ensure implementation.
Evaluate student feedback data using GradSERU. Work closely with the Director of Graduate Studies and the Graduate Education Committee to address issues, develop and implement program and policy updates, set priorities for changes to program or processes based on analysis.
Develop, review, maintain and improve program information, policy, procedures and systems, including MA, MS, MEd, and PhD Graduate Student Handbooks, etc. Clarify, update, and determine policies and procedures when needed.
Collaborate with other CEHD Graduate Program Coordinators and area support staff on academic University, college, and departmental processes.
Partner with Communication Manager on information and opportunities shared with all graduate students, including but not limited to weekly graduate wire, graduate milestone announcements, graduate seminars promotions, Kinesiology Student Council activities, recruitment materials preparation, current graduate student resources website updates, school website design and updates related to the program programs, as well as social media updates.
Bachelor’s degree and at least 4 years related experience
Evidence of effective communication (written and oral) and interpersonal skills
Demonstrated commitment to excellent student service.
Demonstrated previous project management and program planning experience.
Demonstrated ability to work flexibly, successfully and collaboratively within a changing environment.
Experience working on issues of equity, access, and student support related to markers of diversity including, but not limited to race, social class, gender, language, and sexuality.
Demonstrated ability to build relationships with and support peoples across all markers of diversity.
Masters; Higher Education, Counseling, or related field.
At least 2 years experience working with professional and graduate students.
Knowledge of University of Minnesota and Graduate School policy and process and systems.
Strong organizational skills, and the capacity to balance and manage a large number of projects and related details with competing priorities.
Ability to build effective relationships with people from a variety of identities and advocate for an inclusive environment.
Ability to work independently and make decisions that support the mission of the department.
Technological competence related to student support services.
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.