Job Details

Graduate Program Coordinator

Position Number: 6436881
Location: Boulder, CO
Position Type: Admissions/Enrollment

Graduate Program Coordinator

Requisition Number: 66344
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Part Time
Posting Close Date: 14-Aug-2025
Date Posted:

Job Summary

The Department of Theatre & Dance at CU Boulder is accepting applications for the Graduate Program Coordinator position! The department offers cultural enrichment to the campus and community and acts as a resource for the community and other educators in the state. This work unit exists to educate and train students specifically in the area of dance, theatre performance, design, management, and theatre history and criticism. The department offers a minor, BA, and MFA degrees in dance and a minor, BA, BFA, MA, MA/MBA, and PhD degrees in theatre.
This position is responsible for oversight, management, and administration of the graduate programs for both Theatre & Dance, in collaboration with the Graduate Faculty Directors. This includes collaborating with faculty, staff, and students to implement strategies to enhance the opportunities, performance, retention, and graduation rates of the students. The position serves as the clearinghouse for rules, policy, and undergraduate and/or graduate program changes and is responsible for informing faculty, staff, and students of these changes as well as developing strategies to implement those changes.
Management of the graduate student application and recruitment process is an essential function of the position, including assuring that applications are complete for review by the admissions committee so that recruitment can be completed promptly. The position advises students of admissions policies and information about the graduate program, followed by planning and organizing graduate student recruitment weekends, extending offers, and tracking and documenting acceptances and rejections. New and continuing students are advised throughout the program, and their progress is tracked. This position serves as the initial contact for inquiries, assisting with problems, and advising for completion of the program. CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

The Department of Theatre & Dance is a community of students, scholars, artists, and artisans who regard the collaborative and creative process as the core of education. We engage with that process at all levels of our work as we pursue excellence and understanding.
From the root of process stems practice, and that practice bears the fruit of experience. THDN guides that fruition, offering students an expanse of opportunities to encounter the art forms of theatre and dance, their making and meaning.

What Your Key Responsibilities Will Be

Graduate Program Management and Administration:

Maintain daily programmatic responsibilities for the department, coordinating procedures and policies between the Graduate School and the College of Arts and Sciences as well as with various other campus departments.
In collaboration with the Administrative Coordinator, assist with onboarding graduate students regarding keys, building access, copier, etc.
Maintain graduate student records, track progress, and provide reports to the department, the College, Graduate School as required. Helps current grads with degree audits and all types of curricular, logistic, and administrative questions. Assist with tracking students for progress and any flags that would compromise their successful completion of the degree.
Identifies student eligibility for achievements and awards. Coordinates with faculty to identify potential awards and applicants, notifies students, and assists with the provision of information. Processes stipends, awards, scholarships, and fellowships for graduate students.
Collaborates with faculty, Grad Directors, and Curriculum Program Manager to determine academic year teaching assignments and schedule. Communicates with grad students to determine teaching skills and preferences. Draft semesterly offer letters for Teaching Assistants, Graduate Assistants, and Graduate Program Teaching Instructors, etc. Implements all hiring processes, informs students about processes and procedures, and works closely with Campus HR Payroll Office to ensure a smooth hiring process and resolve questions.
Organizes regular meetings with graduate faculty directors. Keep a running agenda and accurate record-keeping.
In addition, nominates faculty and outside authorities for Graduate Faculty Appointments, which enables them to teach graduate-level courses, sponsor Independent Study at the graduate level, and serve as committee members of defenses and examinations of individual students in the department. Works with the Curriculum Program Manager to make sure that all faculty teaching at the graduate level have Graduate Faculty Appointments.
Coordinate on-campus functions such as the new student orientation for incoming graduate students and graduate student teaching assistants.
Keep students informed of pertinent information for graduate education, funding, and career opportunities.
Collaborates with the Manager of Finance and Business Operations and Graduate Directors to manage graduate program budgets, including university fellowship and recruitment funds, graduate program event budget, scholarship fund balances, and gift funds. Maintains accurate GPTI/TA/GA appointment spreadsheet.
Supports graduate students in submitting travel and reimbursement-related forms to the Financial Service Center.
Guides students who are nearing graduation with scheduling of thesis and dissertation defenses, submitting final Graduate School documents, and other requirements for graduation. Assist in organizing and conducting department commencement ceremony, where applicable.
Keep all grad program handbooks and website pages updated and synced. Will require evaluative skills as well as the ability to work closely with department personnel to define objectives and goals. Maintains membership in the graduate department listservs.

Graduate Recruiting and Admissions:

Manage the administration of graduate recruiting with the faculty admissions committee and department support staff throughout the entire process. Advise the faculty admissions committee chair and the graduate director of potential or actual problems with graduate application processes and recommend solutions to enhance the recruitment process.
Develop and implement processes to meet the needs of the department's admissions protocols, including systems to assist in analyzing and evaluating relevant data of the applicant pool.
Track electronic application files through the faculty review and admission process. Determine/implement schedules and itineraries for graduate applicant recruitment visits to campus that are aligned with campus regulations and meet departmental budget requirements. Develop and disseminate visit itineraries for recruits with faculty and current graduate students. Submit official admissions documentation promptly and handle all student correspondence regarding application requirements and admission decisions.
Plan and organize the MFA auditions and MA/PhD student campus visits. Work closely with faculty to create schedules; assist incoming candidates with travel arrangements; secure plans for meals and catering; act as the coordinator for all related activities, etc.
Work with incoming MFA and MA students with their administrative paperwork for admission.

Advising:

Advise graduate students on admission, coursework, degree requirements, University/department policies and regulations, critical due dates, etc., from the time they apply to the program to the time they graduate, to ensure a smooth and positive experience over their tenure in the program, and to relieve the Chair and the Graduate Director of these duties. Monitor student enrollment each semester and provide information for A&S Student Request Analysis.
Meet with faculty and students regarding rules, regulations, policies, programs, and timeframes of the department and the Graduate School, Financial Aid, and International Student and Scholar Services. Counsel students as appropriate.
Devise and develop strategies to resolve issues with appropriate actions, including financial aid, housing, records, billing, graduation verification, enrollment verification, ineligible appointments, incorrect or late grades, etc.
Serves as a resource and directs students to ISSS, Counseling Services, etc. Follows up to ensure that students have correct and current information and know how to act upon it. Support students with curricular needs: Petitions the University on behalf of individual students. Processes necessary student documents; special action forms, grade changes, and degree paperwork. Serve as department graduate drop/add coordinator. Certifies to the graduate school that each graduate has met the degree requirements.

Grant and Outreach Management:

Supports graduate students in processing department-eligible expenses, including travel and reimbursement-related forms. This includes support for graduate students who have received grants.
Coordinate Graduate outreach endeavors, including stewardship of grant submission and grant-related expenses. Track due dates for grants, final reports, fellowships, recruitment, and other grad-related funding and competitions.
Coordinate with appropriate faculty members on grant planning, submission, and reporting in regard to projects that involve Graduate students.

Other Duties:

Generate reports (enrollment statistics, student data tracking, data compilation) as requested for assessment of progress and general student tracking. Knowledge of COGNOS reporting in CU-SIS, as well as updates of the departmental database used for ongoing surveys, etc.
Works with faculty and the Curriculum Program Manager to maintain the accuracy of the CIM and CU catalog.
Supports the Curriculum Program Manager with enrollment and course scheduling, and with additional curriculum-related projects as needed.
Actively works toward process improvement and expanding job knowledge for Theatre & Dance graduate programs, mission, and values. Position works to expand information about program resources by collecting, interpreting, and reporting data to evaluate admissions, recruiting, diversity planning, and funding processes and awards. Recommends modifications or improvements, based on analysis of operations, demographics, and other research information. This requires continuous development of new perspectives and skills to improve processes.

What You Should Know

Part-time schedule to be arranged. Monday-Friday, during business hours on campus. This is eligible for a hybrid work environment requiring 3 days on campus.

What We Can Offer

The annual salary for this part-time position is $27,050.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be collaborative. Be supportive. Be Boulder.

What We Require

Bachelor's degree from an accredited institution.
1+ year of professional experience in education or administration.

What You Will Need

Proficient in computer knowledge and skills with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel, and PowerPoint.
Ability to communicate effectively both orally and in writing, with a variety of professionals, administrators, and students.
Demonstrated ability to work independently and assume responsibility for initiating and completing critical functions in the management of educational programs.
Demonstrated ability to work effectively in a team and within other collaborative work situations.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by August 14, 2025 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Graduate-Program-Coordinator/66344