What are the responsibilities and job description for the Graduate Program Coordinator position at Colorado State University?
Position Location
Fort Collins, CO 80523
Work Location
Position qualifies for hybrid/in-office work
Type of Position
Full-time
Classification Title
Admin Assistant III
Posting Number
202500002P
Position Type
State Classified
Open Date
Close Date
02/06/2025
Salary
$4,154 - $4,985 Monthly
Employee Benefits
Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
- Review our detailed benefits information here.
- Explore the additional perks of working at CSU here.
- For the total value of CSU benefits in addition to wages, use our compensation calculator.
State Classified Hourly
No
Overtime Eligible
Description of Work Unit
This work unit exists to provide a liberal and practical education to over 150 undergraduate majors in 5-degree concentrations, 150 undergraduate minor degrees, Masters and Doctoral programs for approximately 80 graduate students and assisting with outreach programs for local secondary schools and industry. The unit conducts a program of pure, applied and math education research and provides general degree requirement instruction for the university.
Position Summary
This position coordinates the activities of the Graduate Program in the Department of Mathematics. This position is expected to determine the most efficient and effective procedures to support the Graduate Director and the 80 graduate students in mathematics. This includes the application of departmental procedures and policies with respect to the graduate program, including teaching and research. Since the Graduate Director rotates amongst the faculty every 3-5 years, this position requires a complete understanding of all aspects of the graduate program in order to assist the transitional period of a new Graduate Directors.
Minimum Qualifications
To be considered for this position, candidates must demonstrate in the application materials:
Experience Only:
Three (3) years of general clerical/administrative support experience in an office setting.
OR
Education and Experience:
A combination of related education and/or relevant clerical/administrative support experience equal to three (3) years
Substitutions
Preferred Qualifications
The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:
- Directly related state service experience.
- BA or BS degree at an accredited university.
- Experience and knowledge of the CSU Graduate School processes and policies.
- Possesses an understanding and working knowledge of Microsoft Access Databases and CSU operating systems.
Essential Job Duties
Job Duty Category
Administrative Support, Outreach and Events
Duty/Responsibility
Arrange for weekly graduate program meetings; room reservations, virtual meeting arrangements, and agenda items. Maintain meeting minutes.
Provide meeting minutes for weekly Graduate Committee Meeting.
Assist with maintaining and updating the curriculum course work.
Assist with course coverage as needed for graduate students using sick leave.
Assist with student office rooms and locations annually; prepare work areas for new hires.
Plan all graduate student preliminary meetings and MS and PhD defenses.
Plan and prepare for Graduate Recruitment Day
Plan and prepare for Graduate Orientation, including events, providing tours, developing materials, answering questions, etc..
Plan and prepare for graduate student annual progress reports.
Assist with determining the GTA’s who will be teaching, as well as those who will work in the Pre-calculus Center and the Calculus Center.
Assist with enrolling students for fall and spring course work.
Support faculty-organized conferences at CSU; assist with event plans as assigned for all conferences hosted by the department throughout the fiscal year.
Participate with outreach events, including RAM Welcome, Math Day (fall), Girls Get Math (summer), Arne Magnus Lectures, and semester poster sessions as needed for the benefit of the Department.
Participate with all university and department commencement activities for both graduate and undergraduate students. This includes ceremony participation.
Percentage Of Time
50%
Job Duty Category
Graduate Application Coordination
Duty/Responsibility
Answer emails from potential applicants who are seeking information about the mathematics graduate program, including applicants whose primary language is not English.
Review all applications in Slate on a day-to-day basis to prepare applications for review by the graduate committee and move applications to various queues as necessary.
Request missing information and provide accurate responses to questions from applicants.
Review applications for completeness and compliance with departmental and university admission policies.
Coordinate receipt and acknowledgement of all graduate student applications, and graduate admissions.
Responsible for awarding Graduate Assistant Teaching contracts
Develop and maintain applicant data database and Rubrics used for graduate admissions.
Perform a preliminary screening of applicants and eliminate those who do not meet minimal qualifications.
Plan and coordinate recruitment day and individual visits for prospective graduate students. Provide administrative support to the Graduate Director.
Communicate with applicants on their status and send contracts to those who accept the offer to attend graduate school.
Percentage Of Time
30%
Job Duty Category
Graduate Student Scheduling
Duty/Responsibility
Schedule graduate student defenses and preliminary exams. This includes finding the appropriate location, date, time, format and sending out email announcements for all MS and PhD defenses.
Percentage Of Time
5%
Job Duty Category
Maintain Graduate student databases and Handbook
Duty/Responsibility
Edit the mathematics graduate program handbook as required when procedural changes or degree requirements occur.
Track graduate student progress through PhD qualifying system and inform graduate students each semester of the Qualifying Examination Committees findings.
Maintains a professional relationship with the Graduate School.
Design, construct and maintain database containing the academic records of all current graduate students and alumni.
Analyze database to assess individual student’s progress and inform the Graduate Director (and student’s adviser) when a student is not meeting Math Department and degree milestones.
Develop and maintains a system for reporting the progress of every graduate student on a semester-by-semester basis.
Completes annual progress reports on each graduate student in preparation for meeting with advisor to discuss progress.
Provide salary information to accounting tech for all Graduate teaching/research assistants to ensure salaries are based on degree progress and current duties.
Complete the Graduate Assistant List and provides to Sponsor Accounts Receivable department. Handle HR errors questions after the first pay period.
Maintain updated information in the graduate program handbook, a comprehensive guide to the program and details the policies and procedures of the department graduate program and the University Graduate School.
Percentage Of Time
15%
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.
- Applicants may redact information from this initial application that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.
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.
- Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu
- All status updates for this position will be sent via email from human.resources@colostate.edu, hr_ta@colostate.edu, OR the TA Team Member facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:
- Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.
Diversity, Equity, 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 – Talent Acquisition Team, at hr_ta@colostate.edu or call (970) 491- MyHR(6947).
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 – Talent Acquisition Team, at hr_ta@colostate.edu or call (970) 491- MyHR(6947).
Department Contact Information
Human Resources – Talent Acquisition Team, at hr_ta@colostate.edu or call (970) 491- MyHR(6947).
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 at HR_Service_Center@colostate.edu or (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, titleix@colostate.edu.
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, oeo@colostate.edu.
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, oeo@colostate.edu.
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.
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, titleix@colostate.edu.
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, oeo@colostate.edu.
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, oeo@colostate.edu.
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.
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.
Salary : $4,154 - $4,985
