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Graduate Program Administrator - 70% Time

Requisition Number:



Boulder, Colorado

Employment Type:

University Staff



Posting Close Date:


Date Posted:


Job Summary

The University of Colorado Museum invites applications for a Graduate Program Administrator! This role provides administrative assistance and support to the Faculty Director of the Museum and Field Studies Program, coordinates the academic and business functions of the Program, and communicates with applicants, students and faculty.

Significantly contributing to developing, managing, and disseminating internal and external communications and recruitment materials about the program, this position also provides guidance to students regarding their participation in the program including scheduling, registering for coursework, and fulfilling program requirements applicable to their degrees.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The University of Colorado Museum cultivates exploration and appreciation of the natural environment and human cultures through research, teaching, and community outreach. We provide academic training for graduate students in Museum and Field Studies; build, conserve, and interpret research collections; and offer exhibits and educational programs for the University and the public.

What Your Key Responsibilities Will Be

Administrative Support:

  • Provide administrative assistance to the Museum and Field Studies graduate program and the MFS Program Faculty Director.
  • Manage office operations, working with the MFS director and Museum finance manager to process budgetary and accounting documents for payment or transfer of funds; processes graduate assistants and student hourly appointments; provide maintenance of documentation and records; and respond to correspondence.
  • Support hiring, coordination, and supervision of student hourly workers and/or graduate assistants.

Graduate Student Support:

  • Process student applications, response letters, matriculation documents, financial aid documents and calendars. Assist with application review and process admission forms, prepare and send letters, memos, and files related to admissions.
  • Distribute and process student examination and defense documents, internship paperwork, thesis documents, independent study and practica contracts.
  • Schedule and participate in annual student progress reviews.
  • Supervise and assign spaces in shared MFS student office and library as well as student use of program accounts, equipment, and resources.
  • Advise students on program and university requirements, independently communicating program matters to students, faculty, and staff.
  • Coordinate with the Registrar 's Office, Bursar's Office, Financial Aid, and the Graduate School throughout the matriculation process.

Academic Scheduling:

  • Schedule and registration of classes and classrooms. In collaboration with Museum Administration and MFS Faculty Director, support processing of contracts and term appointments for instructors and related staff, and coordinate fellowships and scholarships for students.
  • Process faculty c.v.s applications to Graduate Faculty. Process and handle FCQs, course documents and coordinate teaching schedules and materials including making vehicle and classroom reservations, and library and office reserve materials.
  • Coordinate new student orientation, graduate lunches, and graduation ceremony.

Assessment and Information Management:

  • Generate reports (enrollment statistics, student data tracking, data compilation) for assessment of progress and student tracking. Assist with MFS Program-specific information needed for Museum reports (e.g., ARPAC).

MFS Program Marketing and Recruitment:

  • Work collaboratively to create and develop recruitment and marketing plans and materials.
  • Connect with prospective students directly (one-on-one contact and email) and indirectly (creating, updating and maintaining information on webpages and museum documents).
  • Collaborate with external organizations such as professional organizations, granting agencies, and government agencies.

What You Should Know

  • This 70% time position is primarily on-site with the flexibility for some remote work hours.
  • All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.

What We Can Offer

The hiring range for this 70% time appointment is $35,000 - $38,000 annually.


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 dynamic. Be Boulder.

What We Require

  • A Bachelor's Degree.
  • Experience working with students in a university setting.

What You Will Need

  • Digital literacy and proficiency with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel, and PowerPoint. Proficiency in Zoom, Teams, and Google Suite.
  • Ability to thrive independently with responsibility for initiating and completing tasks.
  • Demonstrated ability to work as a team member and within a collaborative work environment.
  • Ability to communicate effectively with a variety of professionals, administrators, and students.
  • Exceptional organizational and planning skills.
  • Attention to detail with the ability to handle multiple tasks and competing timelines.
  • Knowledge of higher education policies and procedures.

What We Would Like You To Have

  • Experience in student program administration in higher education. 

Special Instructions

To apply, please submit the following materials:
  1. A current resume. 
  2. 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 08/10/22 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: