Graduate Program Coordinator

Bargaining unit consideration begins on March 24, 2025 and ends on March 31, 2025

Schedule: 40 hours per week, Monday through Friday.

The Department of Anthropology is seeking a Graduate Program Coordinator. This role is responsible for coordinating the Ph.D. program in Anthropology, the graduate minor in Anthropology, the Master's program in Heritage Studies and Public History, and the graduate minor in Heritage Studies and Public History. The Graduate Program Coordinator can work a hybrid schedule and will report to the Anthropology Department Administrator. This is a 100% time, 12 month continuous appointment.

The Department of Anthropology provides training in archaeology, biological anthropology, and sociocultural anthropology. Our faculty offers a rich array of courses that cover many topics related to human life and history-from skeletal analysis to the culture and society of India to language evolution. As anthropologists, we encourage our students to use skills learned in the classroom in every aspect of their lives. We prepare over 2,200 undergraduate students each year for careers in many professions, such as medicine, law, public policy, cultural resources management, heritage preservation, and business, as well as advanced graduate study.

Job Duties/Responsibilities:
Anthropology Graduate Program Coordinator - 55%

• Graduate Program Admissions - 15%
  • Serves as primary contact for applicants. Responds to program inquiries and advises on the admission process and program requirements.
  • Assist the Director of Graduate Studies on coordinating faculty involvement in the holistic admission review process.
  • Manages graduate program admissions process, including application processing and adhering to University of Minnesota and programmatic admission requirements. Assist applicants with the Slate application system and assist faculty members with the Slate Reader system. Tracks acceptance and rejection of admission offers and status of the waitlist.
  • Updates to the program's Slate Applications and communication reminders and program advertisements using Slate Deliver.
  • Updates the program's sub-field flyers and advertising materials as they relate to the graduate program.
  • Prepares funding letters for accepted students documenting eligibility requirements, conditions, duties, award type/amount, etc.
  • Assists with recruitment fellowship nominations and guidance.
  • Working with the Director of Graduate Studies and department staff, coordinates Zoom interviews.
  • Organizes and coordinates a Spring Recruitment event, including event material updates; communications to attendees, grads, and faculty; coordination of travel, catering, and accommodations when in-person; coordination of Zoom scheduling when held virtually; schedule creation; room reservations; communications to presenters and faculty, staff and graduate student volunteers; and other event logistics.
  • Organizes and coordinates the annual Graduate Diversity Recruitment Event, including event material updates, advertising, application processing, communications to attendees, coordinating travel, catering, accommodations, schedule creation, room reservations, communications to presenters and faculty, staff and graduate student volunteers, and event logistics. Assists with recruitment of participants by attending
    McNair Scholar Visitation Days.
• Graduate Program Support - 10%
  • Acts as the first point of contact for all inquiries regarding the program. Responds to requests for program information, data, and/or reports from department administration, CLA, the Graduate School and outside entities. Functions as a liaison with relevant departments and units.
  • Gathers and maintains data on all aspects of the program including student progress, applicants, alumni, and placement information.
  • Initiates policy and program evaluation and review, including preparing analyses and recommendations on new policy or changes in program requirements. Consults with students, faculty, departmental administration and other entities as needed.
  • Initiates process improvements, creation of new resources.
  • Manages the annual review process including communication to graduate students and faculty on processes, deadlines, and materials. Takes notes during the annual review meeting of graduate students, and finalizes drafts of annual review letters to be sent to students.
  • Acts as a resource for faculty, staff, and students on program policy and applicable CLA and University policies.
  • Keeps and maintains graduate student records.
  • Represents the program by attending GPCN, AAN, CLA GPC meetings, CLA ORGP Town Halls, and GEAC meetings.
  • Coordinate graduate student office space assignments.
  • Periodic review and updating of the program's Graduate Handbook.
• Manage Graduate Program Finances - 10%
  • Tracks all program financial commitments and funding expenditures.
  • Participates in strategic planning regarding funding for admitted students, research assistantships, additional awards, fellowships, etc.
  • Assigns TA positions in collaboration with the Department Administrator and Director of Graduate Studies. This includes communications around the TA assignment process, updating relevant materials, and maintaining a master spreadsheet.
  • Oversee the graduate instructor assignment process, which includes communications, review, and set up of appointments in payroll.
  • Initiates and facilitates the process for fellowship applications. Coordinates internal departmental nomination process if needed. Advise students on University fellowship processes, including the Doctoral Dissertation Fellowship, the Interdisciplinary Doctoral Fellowship, endowed fellowships, etc. Assemble fellowship nomination materials and packets for submission.
  • Works with the financial team and department administrator to manage all graduate program budgets, including summer funding, academic year support, conference reimbursement requests, and emergency funding assistance through the scholarship automation system and payroll system.
  • Process payroll appointments, scholarship awards, and fellowship payments using Laserfiche and the Scholarship system.
• Graduate Student Support -20%
  • Serves as Plan Level Coordinator and processes all relevant paperwork for the Anthropology graduate program.
  • Advise students on program requirements and milestones and program planning strategies, including registration, transitions from other programs, curricular and policy exceptions, funding options, tuition waivers, and health insurance. Directs students to department, University, and external resources as needed.
  • Oversee the MA-along-the-way process and advise students on program requirements and milestones related to the MA.
  • Advise students, faculty, and Director of Graduate Studies on the GPAS system.
  • Processes and requests GPAS exceptions and updates as needed.
  • Advises international students on specific needs related to visa status, travel, enrollment status, health insurance and English proficiency. Refers students to International Student and Scholar Services as appropriate.
  • Monitors student progress. Initiates contact with students and faculty, bringing concerns to the attention of students, faculty advisors and the DGS as appropriate.
  • Create and communicate welcome materials for new students (e.g., new student checklist, orientation information, course registration). Guides new students on preparing for arrival and steps to take after arrival (e.g. related to payroll, English language proficiency requirements, international student-specific steps, required training, etc.)
  • Coordinate a department orientation event for incoming graduate students, including event material updates, communications to attendees, coordinating catering, schedule creation, room reservations, communications to presenters and faculty, staff and graduate student volunteers, and event logistics.
  • Collaborate with the Director of Graduate Studies on workshops and DGS initiatives to be held for graduate student benefit each academic year.
  • Assists with dissertation defense scheduling, planning, and technology during the defense. Ensures student milestones, records, and committees are up-to-date in the system.
  • Recommends solutions to academic and programmatic difficulties.

HSPH Graduate Program Coordinator - 30%

• Graduate Program Admissions - 9%
  • Serves as primary contact for applicants. Responds to program inquiries and advises on the admission process and program requirements.
  • Assist the Director of Graduate Studies on coordinating faculty involvement in the admission review process.
  • Manages graduate program admissions process, including application processing and adhering to University of Minnesota and programmatic admission requirements. Assist applicants with the Slate application system and assist faculty members with the Slate Reader system. Tracks acceptance and rejection of admission offers and status of the waitlist.
  • Updates to the program's Slate Applications and communication reminders and program advertisements using Slate Deliver.
  • Prepares funding/admissions letters for accepted students documenting eligibility requirements, conditions, duties, award type/amount, etc.
  • Assists with recruitment fellowship nominations and guidance.
  • Working with the Director of Graduate Studies and department staff, coordinates Zoom interviews and recruiting events.
• Graduate Program Support - 6%
  • Acts as the first point of contact for all inquiries regarding the program. Responds to requests for program information, data, and/or reports from department administration, CLA, the Graduate School and outside entities. Functions as a liaison with relevant departments and units.
  • Gathers and maintains data on all aspects of the program including student progress, applicants, alumni, and placement information.
  • Initiates policy and program evaluation and review, including preparing analyses and recommendations on new policy or changes in program requirements. Consults with students, faculty, departmental administration and other entities as needed.
  • Initiates process improvements, creation of new resources.
  • Acts as a resource for faculty, staff, and students on program policy and applicable CLA and University policies.
  • Keeps and maintains graduate student records.
  • Periodic review and updating of the program's Graduate Handbook.
• Manage Graduate Program Finances - 3%
  • Tracks all program financial commitments and funding expenditures.
  • Participates in strategic planning regarding funding for admitted students, research assistantships, additional awards, fellowships, etc.
  • Works with the financial team and department administrator to manage all graduate program budgets, including summer funding, academic year support, conference reimbursement requests, and emergency funding assistance through the scholarship automation system and payroll system.
  • Process payroll, scholarship and fellowship payments using Laserfiche and the Scholarship system.
• Graduate Student Support - 12%
  • Serves as Plan Level Coordinator and processes all relevant paperwork for the HSPH graduate program.
  • Advise students on program requirements and milestones and program planning strategies, including registration, transitions from other programs, curricular and policy exceptions, funding options, tuition waivers, and health insurance. Directs students to department, University, and external resources as needed.
  • Advise students, faculty, and Director of Graduate Studies on the GPAS system.
  • Processes and requests GPAS exceptions and updates as needed.
  • Advises international students on specific needs related to visa status, travel, enrollment status, health insurance and English proficiency. Refers students to International Student and Scholar Services as appropriate.
  • Monitors student progress. Initiates contact with students and faculty, bringing concerns to the attention of students, faculty advisors and the DGS as appropriate.
  • Create and communicate welcome materials for new students (e.g., new student checklist, orientation information, course registration). Guides new students on preparing for arrival and steps to take after arrival (e.g. related to payroll, English language proficiency requirements, international student-specific steps, required training, etc.)
  • Coordinate a department orientation event for incoming graduate students, including event material updates, communications to attendees, coordinating catering, schedule creation, room reservations, communications to presenters and faculty, staff and graduate student volunteers, and event logistics.
  • Collaborate with the Director of Graduate Studies on workshops and DGS initiatives to be held for graduate student benefit each academic year.
  • Recommends solutions to academic and programmatic difficulties.

Social Media/Website Support - 10%

• Maintains departmental website and social media presence, coordinating with departmental stakeholders and complying with University Minnesota policies and best practices.
• Annual review of department web pages in coordination with the Department Chair, Director of Undergraduate Studies, Director of Graduate Studies, and Lab Managers.
• Monitors Department Facebook page, Twitter account, and Instagram account. Posts content and removes content as necessary.
• Assists department faculty and graduate students with story creation, in consultation with the CLA Web Team.
• Assists department faculty, graduate students and staff with creation and updating of CLA Profiles.
• Create and maintain information on the department's intranet website.
• Monitors emails sent through the Anthropology graduate student listserv, and manages member activation and removal.

General Administrative Support - 5%

• Manages the visiting scholar process include drafting letters of invitation, assisting with visa applications, advising on health insurance, funding minima and English proficiency requirements. Coordinate email accounts, U Cards, library access and office space.
• Creates/develops spreadsheets, reports, documents, and presentations to support Unit operations.
• Oversees the annual updating of department display cases in the Humphrey School and Blegen Hall.
• Directs work of undergraduate student office assistants as needed.
• Backs up reception and office phone lines when student assistants are absent, including responding to general inquiries, routing calls, assisting instructors, students and visitors with general questions and inquiries regarding the Anthropology program.

Required Qualifications:

• High School Diploma/GED and five years related experience to include project management. Coursework in a related field may substituted for some years of experience.
• Computer experience including databases, spreadsheets, word processing and email. Proficiency with Microsoft Word and Excel, Google Suite, and Adobe.
  

Preferred Qualifications:

• Experience managing multiple office responsibilities simultaneously; completing tasks that require attention to detail, prioritizing workload, working independently, and meeting deadlines.
• Experience working with faculty, staff, and students from diverse populations and respect for various cultures.
• Strong customer service skills
• Experience with website design and maintenance
• Experience working with student records and/or confidential materials
• Experience with PeopleSoft Campus Solutions

About the College of Liberal Arts
Home to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.

CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints-so that we all gain the background knowledge and analytical skills we need to understand and respect differences.

Diversity, Equity, and Inclusion in CLA
Working in CLA
The Benefits of Working at the U

Pay Range: $24.07-$29.74 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).