Job Listings

Graduate Program Coordinator

Colorado State University
Job Location:
Fort Collins, Colorado
Administrative Assistants
Position Location Fort Collins, CO

Research Professional Position: No

Posting Number: 202101151AP

Position Type: Admin Professional/ Research Professional

Classification Title Prof/Indiv Contrib II

Work Hours/Week: 40

Proposed Annual Salary Range $40,000 - $45,000

Employee Benefits
Colorado State University (CSU) is committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU's Human Resources website for detailed benefit plan information for permanent full-time and part-time faculty and administrative professional employees in the following University benefit areas: &

To ensure full consideration, applications must be received by 11:59pm (MT) on 11/07/2021

Description of Work Unit
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 $21-$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:
Position Summary
The MIP Graduate Program Coordinator is a member of the MIP administrative team and a full-time, Administrative Professional position which provides administrative and academic support for MIP's graduate programs. Due to the nature of the program support, it is essential that this work is performed in person. The position is located in the Microbiology Building on the main campus of CSU. This position guides prospective and current graduate students through the admissions and degree processes, including advising students on admissions, course loads, academic plan progress, and student appointments. This position also provides 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. 

Required Job Qualifications
  • Bachelor's degree in education, business administration, or related field.
  • Minimum of one year of related 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 Job Qualifications
  • Master's degree in education, business administration, or related field.
  • Excellent interpersonal skills, including experience working with individuals with all backgrounds, maintaining confidentiality, and a demonstrated commitment to the CSU Principles of Community (Inclusion, Integrity, Respect, Service, Social Justice) and CVMBS Values (Accountability, Collaboration, Innovation, Respect, Transparency). 
  • Experience with student recruitment or marketing educational programs. 
  • Experience managing multiple, complex projects and deadlines.
  • Experience with business intelligence or Office 365 tools such as WebFocus, Power BI, Access, SharePoint, Power Apps, Power Automate, etc.
Diversity Statement
Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department's commitment to diversity and inclusion.

Job Duty Category: Coordinating Graduate Recruitment & Admission Processes

  • 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.
Percentage Of Time: 20

Job Duty Category: Academic 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.
  • Act as a departmental liaison directing students to functional area experts (finance, HR, communications, etc.) for non-academic support. 
Percentage Of Time: 25

Job Duty Category: Graduate Program Support

  • Coordinate graduate student seminar course, including scheduling speakers and seminars, and monitoring attendance of students. 
  • 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. 
  • Working with the ADHs for Graduate and Undergraduate (UG) Education, coordinate GTA rotation schedules to ensure adequate UG course support and to align student rotations with faculty research focus and funding. 
  • 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. 
  • 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.
Percentage Of Time: 25

Job Duty Category: Academic Administrative Support

  • 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 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. 
Percentage Of Time: 25

Job Duty Category: 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. 
Percentage Of Time: 5

Special Instructions to Applicants
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.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires)

Search Contact

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,

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.

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. 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.

Minimum References Requested 3

Maximum References Requested 3
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