Position Overview: The Graduate Program Coordinator (Student Services Professional 2) provides support to administrators, faculty, students, and alumni within several graduate programs in the School of Social Work (SSW). Duties include assisting the Director of Graduate Studies, the Director of the Master of Social Work (MSW) Program, and the Director of the PhD Program in administrative and program management roles and responsibilities. The Graduate Program Coordinator also assists in course and curriculum planning for the graduate social work programs.
The ideal candidate would work both independently and collaboratively. This work includes the development and implementation of innovative strategies to continuously strengthen SSW’s relationships with key stakeholders (e.g., current students and alumni) and improve the services provided to these groups. The Graduate Program Coordinator must use sound judgment and decision-making skills because this person serves as a front-line representative of the School to students, alumni, and the University community.
Graduate Student and Alumni Support (35%)
Serve as the primary contact for interested applicants and students for all logistics relating to the School’s PhD program, including application for, enrollment in, program requirements and milestones, scheduling of required exams, and degree processing.
Serve as the primary contact for MSW students for all logistics related to study in the MSW Program, including advising, program requirements and milestones, and degree plan review.
Counsel and refer current MSW, PhD, dual degree, and non-degree-seeking students with vocational, financial, housing, social, or cultural concerns, and other issues as needed, and refer students to other University or public agencies when specialized assistance or counseling is appropriate.
Take initiative in seeking out resources to support MSW and PhD students. Advocate with other University units as appropriate (i.e., Office of Human Resources, Office of the Registrar, Student Accounts Receivable) on behalf of students. Maintain a network of community and University resources and consult and refer students as appropriate.
Troubleshoot issues for international MSW and PhD students to promote a smooth transition to enrollment in the School’s graduate programs.
Provide accurate information to MSW, PhD, and dual degree students regarding the program and curricula, including details of registration and completion of degree requirements.
Audit and process MSW and PhD student forms, monitor MSW and PhD student progress, and report issues on student progress, as needed, to the appropriate program administrator for resolution.
Provide documentation on clinical content for MSW students and alumni of the MSW Program seeking licensure through the Minnesota Board of Social Work.
When appropriate, assist MSW, PhD, dual degree, and non-degree students with requests directed to other University offices, such as the Office of the Registrar, the Office of Student Finance, and One Stop Student Services.
Review, approve, or route for approval as necessary verification of degree completion, student status, loan deferment, etc., for social work graduate students and alumni.
Advise and grant departmental approval to non-degree students taking graduate social work courses.
Answer questions from non-degree seeking students about degree programs, and refer as necessary.
Program Support (35%)
Assign faculty advisers to social work graduate students and complete documentation necessary for the Graduate School regarding adviser assignments.
Implement strategies to manage enrollment in social work graduate classes, such as distributing permission numbers or setting enrollment limits.
Oversee the administration of the PhD program’s preliminary exam, and coordinate faculty members for the scoring of the exam.
Maintain program-related communication with students using a variety of media outlets, including University email, various mass-email software, social media, non-course websites such as Canvas, and the School’s website.
Create and oversee the distribution of program material that outlines policies and procedures, such as the PhD and MSW student handbooks.
Write text for and provide critical review of PhD and MSW Program descriptions that appear in public places such as the University catalog or the School of Social Work website.
Manage information on MSW and PhD students, including creating necessary queries and generating reports from databases.
Keep appropriate records for students in the PhD program.
Prepare and manage the submission of all social work graduate course approval forms for review at all levels, i.e., academic unit, College, and University.
Plan and carry out events specifically targeted to MSW and PhD students and interested applicants, including the Doctoral Student Information Session, New Student Orientations, social work licensing workshops, library orientations, and the annual Recognition Ceremony.
Faculty Support (20%)
Advise the Directors of the MSW and PhD Programs about necessary policy changes for the School’s social work graduate programs, offer strategies for implementing necessary procedural changes, and oversee implementation of procedural changes when required.
Be aware of and inform faculty and administrators of timelines, deadlines, and procedural issues in developing, reviewing, and approving graduate courses.
Provide information regarding degree and program requirements to appropriate administrators and to graduate faculty advisors, as needed.
Advise the Director of the MSW Program, the Director of the PhD Program, and the Director of Graduate Studies on the implementation of policies that govern graduate education at the University of Minnesota.
Other Duties (10%)
Attend and/or provide staffing for the following meetings: PhD Committee, MSW Program Committee, SSW Council, and any other College, Graduate School, or University meetings related to policies governing graduate education.
Attend and participate in SSW administrative staff meetings.
Provide administrative support for SSW-wide events.
Promote MSW and PhD student representation on School-wide committees.
Maintain communication with student support representatives from other University units as needed.
Provide back-up coverage of systems used by other program staff during times of high work volume or staff absences.
Seek out and attend training to keep current on all University systems and procedures.
Required Qualifications: • Bachelor’s degree with a minimum of two (2) years of experience in student services in a college or university setting or, a combination of related education and work experience to equal six (6) years • Familiarity with information management systems, including generating queries and reports from databases • Ability to work occasional evening and weekend hours
Preferred Qualifications: • Master’s degree in student affairs or a related field • Strong communication skills with the ability to work effectively with people from a variety of backgrounds and identites. • Five (5) years of experience in student services in a higher education setting • Student service experience at the graduate level • Expert level use of MS Office products (e.g., Word, Excel), PeopleSoft, and Google apps • Experience with Qualtrics (online survey tool) and Canvas (web-based course platform) • Experience in creating web content, program handbooks, and marketing content • Experience in academic advising • Experience in planning events for small and large groups
Internal Number: 341650
About University of Minnesota, Twin Cities
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