Job Positions

Administrative Coordinator – Graduate Programs (202101600AP)

Categories: Rocky Mountain Region 10


Department of Microbiology, Immunology and Pathology


Colorado State University

Date Posted:

Jan 18 2022 2:00PM

Close Date:

Jan 23 2022

Position Description

The Administrative Coordinator – Graduate Programs is a member of the MIP administrative team and a full-time, Administrative Professional position which provides administrative support for MIP’s graduate programs. Due to the nature of the program support, it is essential that this work is performed in person on a regular basis. The position is located in the Microbiology Building on the main campus of CSU. This position provides administrative and programmatic support to the Associate Department Head (ADH) for Graduate Education and other academic leadership, including implementing strategic initiatives related to the graduate and resident programs. This position also works with prospective and current graduate students, providing guidance through the admissions and degree processes.


Graduate Program Support
· Working with the ADHs for Graduate and Undergraduate (UG) Education, coordinate Graduate Teaching Assistant (GTA) rotation schedules to ensure adequate UG course support and to align student rotations with faculty research focus and funding. ·Monitor attendance at graduate student seminar.
· Working with the program leadership, coordinate any changes to curriculum in the Curriculum Management System, facilitate proposals for experimental and permanent courses to ensure completeness and that deadlines are met, and keep program leadership apprised of any upcoming deadlines or potential issues with curriculum approvals.
· Implement strategic initiatives as identified by the program leadership. For example, strategic initiatives may include enhancing recruitment efforts to increase competitiveness and diversity of candidate pools, developing and implementing a mentoring program to partner current students with alumni, and other strategic initiatives as identified.
· In collaboration with the internal and external communication teams, review / revise the graduate student intranet content and other electronic materials to ensure relevance and enhance the student experience.

Graduate Student Stipend and Tuition Oversight
· Complete graduate student hiring and visa paperwork; input data into HR systems.
· Work with the accounting team and faculty advisors to verify funding and maintain staffing sheets and labor distribution schedules for Vet Residents and GTA students.
· Coordinate the sponsored tuition invoice process each semester, submit pre-encumbrance documents in Kuali, complete DPSAs and MPSAs, and provide guidance to students and faculty regarding tuition and fee payments. Provide guidance to students, faculty, and other administrative staff on tuition and fee payments.
· Facilitate completion and submission of Employee Study Privilege (ESP) forms for Vet Residents and other post-doctoral students, as applicable. Provide guidance to students regarding course load and tax implications to maximize ESP benefit.

Graduate Student Recruitment & Admissions Coordination
· Serve as primary support for prospective student recruitment, including identifying recruitment opportunities for a competitive and diverse candidate pool, answering inquiries from prospective students, and coordinating recruitment events and interview processes.
· Monitor graduate program applications for completeness, track application documents and notify applicants of additional information needed, facilitate potential student submissions to meet application deadlines. Ensure that applications are progressing through the admissions process.
· Keep program directors, the MIP Graduate Education Committee (GEC), and the MIP administrative leadership apprised of the number of applications and associated statuses to facilitate enrollment projections and identify potential enrollment gaps.

Academic Progress Advising
· Coordinate new student orientations for each program cohort. Assist students in identifying research laboratory opportunities.
· Schedule and participate in ongoing student progress check-in meetings. Provide students with guidance towards graduation and other resources to facilitate their success in the programs.
· Provide additional administrative guidance to students as needed to facilitate their success through graduation. This includes facilitating completion of the required graduate school forms and proactively initiating the completion process, identifying and advising students regarding potential education gaps that need to be addressed, ensuring that student graduation requirements are progressing timely and adequately.
· Interpret graduate programs requirements into comprehensive data collection and reporting process. Develop and administer data collection processes, analysis, reporting, metrics, and summarizations for graduate programs requirements.
· Act as a departmental liaison directing students to functional area experts (finance, HR, communications, etc.) for non-academic support. Other Support Duties
· Provide primary support for the departmental GEC.
· Assist with organizing program events.
· Actively cross train with other administrative team members to ensure ongoing support in administrative areas, such as hourly hiring, textbook ordering, room scheduling, syllabi collection, instruction percentage entry, SCAIT, etc.
· Actively participate in the Academic Support Coordinator Network.
· Review and update student information in the Aries system, coordinate student overrides with instructor approval, and ensure final grade entries are completed each semester.
· Facilitate the classroom draft process ensuring all courses have adequate space and equipment.

Application Process

Please submit a resume, cover letter and contact information of three (3) professional references. In your cover letter, specifically address the required and preferred job qualifications of this position. References will not be contacted without prior notification of candidates.

Institution Information

Colorado State University (CSU) is a tier one Carnegie Research Institution and a recognized leader in infectious disease research. The Department of Microbiology, Immunology and Pathology (MIP) is a large academic and research department in the College of Veterinary Medicine and Biomedical Sciences (CVMBS) at CSU. Currently, MIP has 80+ faculty and 500+ total employees. The MIP financial support team manages about $26M in research activity each year plus $9.4M in appropriated funds, as well as cash funded activities. This position is part of the MIP administrative team and reporting structure and will be located in the Microbiology Building on CSU’s main campus.
MIP supports 100+ graduate students in the following degree programs:
· On-Campus Master’s in Microbiology or Pathology
· Online Master’s in Microbiology
· On-Campus PhD in Microbiology or Pathology
· CVMBS combined DVM/PhD program
· Combined post-DVM Residency/PhD programs in Anatomic Pathology, Clinical Pathology, Comparative Medicine, and Microbiology
For more information about the MIP department, please see:
CSU offers employee benefits including but not limited to the following:
• Full-time administrative professional employees accrue nearly five weeks of paid annual leave and 15 days of paid sick leave every year as well as 10 designated holidays. Part-time employees accrue the same benefits on a proportional basis.
• CSU offers comprehensive health benefits and insurance plans to our employees, significant others and/or their families. For more information see:
• CSU is not a social security employer.
Administrative Professionals participate in a defined contribution plan (DCP) for retirement savings. CSU automatically contributes an amount equal to 12.5% of the pre-tax monthly salary and employees contribute an additional 8%.
For more information, please see:
• CSU offers 9 credits of higher education per fiscal year for a full-time employee. For more information regarding the employee study privilege, please go to Part-time employees accrue similar benefits on a prorated basis.
• For a full list of CSU benefits and additional information, please see: Fort Collins is consistently ranked as one of the “Best Places to Live in America,” with similar designations from numerous magazines and polls since 2005 (see:

Additional Information

Pre-employment Criminal Background Check (required for new hires) 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. 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. 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, 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, 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, Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.

Contact Information

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Required Qualifications

· Bachelor’s degree in education, business administration, or related field.
· Minimum of one year of professional experience.
· Proficiency working with Microsoft Office Suite.
· Demonstrated attention to detail, and effective communication skills both verbal and written as demonstrated in the application materials submitted.
· Experience working in a team environment.

Preferred Qualifications

· Master’s degree in business administration, higher education, or related field.
· Experience with marketing or student recruitment.
· Experience with project management or project management certifications.
· Experience with business intelligence, data reporting, or Office 365 tools such as Power BI, Access, SharePoint, Power Apps, Power Automate, Web Focus, etc. Demonstrated ability to complete multiple tasks within a fast-paced environment including the ability to manage uneven work flow patterns, deadlines, and changing priorities.
· Excellent interpersonal skills, including experience working with individuals with all backgrounds and maintaining confidentiality.
· Demonstrated commitment to the CSU Principles of Community (Inclusion, Integrity, Respect, Service, Social Justice) and CVMBS Values (Accountability, Collaboration, Innovation, Respect, Transparency).