Graduate Program & Faculty Affairs Coordinator

This position serves as the graduate program coordinator as well as the faculty affairs coordinator in addition to serving as the assistant to department head.

The pay range for this position is $20.85-$26.50/hr, depending on education/qualifications/experience.

Work schedule: This position offers the flexibility of working 4 days onsite and 1 day remote a week if desired.

Graduate Program Coordination (55%)
Admissions
* Prepares funding letters for accepted students, documenting eligibility requirements, conditions, duties, award type/amount, etc.
* Initiates and facilitates process for fellowship applications. Coordinates internal departmental nomination process if needed.
* Works with prospective students on program requirements, including application process, campus visits and relocations, registration and funding options. Advises international students on specific needs related to the application process.
* Manages admissions process, including application processing and Graduate School application requirements. Assists applicants and faculty members with system inquiries. Assist prospective graduate students with the entire application process, registration holds, language requirements, and visa process, contacting the Graduate School and ISSS as need. Tracks acceptance and rejection of admissions offers and status of waitlist.
* Keep track of financial assistantship offers for incoming new graduate students.

Program Advising
* Monitors student progress. Initiates contact with students and faculty, bringing concerns to the attention of students, faculty advisors, and the DGS as appropriate.
* Maintains student records, processes relevant paperwork.
* File 3rd-party billing forms for graduate students (under the direction of Department Administrator). Make sure that all forms are filed for CSE and DDF fellowships so students are billed correctly.
* Ensure stipends are processed and required payroll documentation is completed and submitted to the College.
* Assist international students with specific needs related to visa status and referrals to the International Student and Scholar Services (ISSS) office, travel, specialized English and classroom training, and full-time enrollment status.

Graduate Program Support
* Under general guidance of the Director of Graduate Studies, organize and administer all aspects of graduate program and handle day-to-day tasks.
* Serve as Plan Level Coordinator for the AEM graduate programs.
* Provides primary program support for graduate students in the program.
* Acts as first point of contact for all inquiries regarding the program. Responds to request for program information, data, and/or reports from department administration, CSE, the Graduate School and outside entities as needed.
* Assist students with program requirement and milestones, directing students to Director of Graduate Studies as appropriate.
* Responds to all program inquiries, including policy and procedure questions.
* Assist students with program planning strategies, including registration, transitions from other programs, readmission to the program, funding options, tuition waivers, and health insurance.
* Functions as a liaison with relevant academic departments, programs and units.
* Participates in policy and program evaluation and review, including preparing analysis and recommendations on new policy or changes in program requirements. Consults with students, faculty, departmental administration and the Graduate School as needed.
* Reviews and updates the department's Graduate Student Handbook on a regular basis.
* Provides staff support for the Director of Graduate Studies and appropriate committees.
* Provide regular updates to the DGS and Dept. Administrator regarding graduate program affairs.
* Represents the DGS as needed on committees outside the department.
* Manage graduate student rosters.
* Gathers and tracks annual graduate student placement for department and CSE reporting. Maintains data on all aspects of the program including applicants, current students, and alumni.
* Maintains and processes Graduate Faculty Role status with the Graduate School.
* Acts as a resource for faculty, staff, and students on program policy and applicable CSE and Graduate School-level policies.
* Prepares block grant (quality metrics) and other proposals to the Graduate School.
* Coordinates the annual review of all graduate students.
* Preparing reports and surveys and providing information to support collegiate and/or department decision-makers.
* Ensures department graduate student files are kept up-to-date for current graduate students and that University records retention policies are followed; also maintain the files through the Graduate School image now program.
* Provides backup support needed for CCS, CourseDog, and course permissions.

Event planning and execution
* Coordinates with the AEM MarComm & Event Coordinator on program promotional and marketing materials and ensure program brochures/spec sheets are up to date.
* Works with DGS and department staff to prepare for the prospective grad student visit days for admitted students, including hotel and flight arrangements, food and catering and schedules. Tracks recruitment budget expenditures.
* Coordinates logistics of graduate program and events, including New Student Orientation, Seminars and Colloquiums, English as a second language/TALK sessions for new incoming international graduate students.

Faculty Affairs Coordination (30%)
Faculty Searches
* Finalize job description with search committee.
* Create job openings (tenure-track, tenured, teaching) in OHR website.
* Employment ad placement (website, online, print)
* Update electronic applicant database and maintain paper files for review by the search committee.
* Arrange meetings of the search committee.
* Prepare supporting material to help search committee generate short list and/or candidates to invite for on-campus interview.
* Coordinate steps of on-campus interviews and/or follow-up visits of candidates and faculty.
o Scheduling
o Lodging/travel
o Itinerary
o Seminar (videotaping)
o Expense/reimbursement (backup as necessary)
* Finalize offer letter and prepare for acceptance.
* Set up faculty appointment
o Personnel files
o WOS/PAY
o Website (collaborating with the MarComm & Event Coordinator)
o Employee ID and e-mail
o Employment-based work authorization (visa and/or permanent residency)
o Collaborate with the Dean's Office to close out and reconcile/archive job openings in OHR website.
* Prepare email blast for applicants not invited for on-campus interview.

Faculty Promotion & Tenure and Annual reviews
* Arrange annual review meetings (mentor, 1-on-1, subcommittee) and required documents
o Personal calendar years summaries
o Form 12s
o Form 13s
* Assist faculty candidate to prepare required documents for dossier
o Collect letters of recommendation
o Prepare ballot for voting departmental P&T subcommittee
o Finalize electronic dossier file for submission
o Distribute correspondence

International Faculty and Scholar Visa

• Review data and process visa request forms for international faculty, visitors, and post docs based on requirements of US Immigration.
• Coordinate faculty residency cases with the assistance of International Student and Scholar Services (ISSS).
• Serve as the liaison from AEM to ISSS to problem solve and obtain information on behalf of the department.
• Collaborate with the AEM purchasing staff for visa/permanent residency fee payment.
• Stay up to date on ISSS processing procedure, visa changes, etc.
• Collect visa related data and report to the Sr. Administrative Director
• Maintain compliance for electronic/paper files on international scholars

Other Searches
* Create job openings in the system
* Employment ad placement (website, online, print) as needed
* Update electronic applicant database and organize application materials for review by the search committee.
* Arrange in-person and virtual meetings for the search committee and communicates with job applicants

* Collaborate with the Dean's Office to close out and reconcile/archive job openings in OHR website.

* Prepare email blast for applicants not invited for on-campus interview.

Assistant to Department Head (10%)
* Assist with scheduling meetings (as needed) and making meeting room reservations, assisting with travel arrangements and travel/other expense reimbursements.
* Assist with donor acknowledgement.
* Assist with internal and external awards for faculty, staff, and students.
* Assist with deadline reminders to Department Head.
* Assist with other administrative needs that arise.

Other duties (5%)
* Provide key management backup support.
* Provide front desk backup support.
* Provide purchasing backup support.
* Maintain process and procedure documentation related to role
* Other duties as assigned

Required qualifications:

• BA/BS degree plus at least two years of relevant experience, or a combination of education and relevant work experience to equal at least six years.
• Evidence of effective relationship-building, team-building, and oral/written communication skills
• Ability to work well independently and collaboratively.
• Strong interpersonal skills and oral and written communication skills
• Demonstrated ability to establish and maintain effective working relationships with a wide range of constituencies (faculty, staff, and students) in a diverse community.
• Excellent organizational skills, attention to detail, and ability to manage simultaneous projects and meet deadlines, initiate projects and see them through completion.
• Ability to learn systems and procedures fast and adapt to changes with positivity
• Experience working in MS Word, Excel, and PowerPoint

Preferred Qualifications

• Experience working with student records and confidential materials
• Experience planning and organizing events
• Familiarity with the U of M student services systems such as Graduate Planning & Audit System (GPAS) and Academic Progress Audit System (APAS)
• Experience working in science and engineering academic settings in higher education
• Experience supporting educational programs and faculty at either the undergraduate or graduate level
• Knowledge of U of M graduate education policies and procedures
• Experience supporting faculty in searches, promotion and tenure, annual reviews etc.
• Experience working independently in a fast-paced environment with competing deadlines.

The AEM department has vibrant and active research programs in all areas of aerospace engineering and mechanics, including fluid dynamics, hypersonics, aerospace systems, computational mechanics and aerospace structures and materials. The department is in the College of Science and Engineering at the University of Minnesota, which is a world-class research university with outstanding resources and programs in engineering and science, health sciences, social sciences and liberal arts. The AEM department has close ties with on-campus multidisciplinary centers, and convenient access to outstanding shared experimental and computational facilities, such as the Gemini-Huntley Robotics Research Laboratory of the Minnesota Robotics Institute, the Minnesota Nano Center, the Characterization Facility, the Center for Magnetic Resonance Research, and the Minnesota Supercomputing Institute. More information about the department is available at https://cse.umn.edu/aem.

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 equity & diversity at UMN, visit diversity.umn.edu.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also 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

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

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume. Professional references will be requested at the time of interview.

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).