Graduate Program Specialist
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Job Summary
The College of Engineering & Applied Science (CEAS) is committed to developing collaborative, student-centered relationships between graduate program advisors and graduate students that support achievement of academic success, promote personal and professional development of students, and foster a sense of community for our graduate students. CEAS graduate program advisors support the whole student through a developmental, student-focused approach. Graduate program advisors are charged with developing and implementing advising strategies and interventions to enhance the performance and persistence of students and support the graduate education mission of their unit more broadly by supporting the faculty who oversee the unit’s graduate programs.
This Graduate Program Specialist is responsible for providing academic advising for graduate students in the Smead Aerospace Engineering Sciences department. This position is responsible for proactive outreach and communication to these students. The position informs and advises students of graduate achievements and tracks their progress towards fulfilling them; advises students about the nature and content of the unit’s curricula; helps prepare students to take advantage of fellowship, professional development, and community-building opportunities; informs students on how to navigate systems, academic processes, and policies at CU Boulder; encourages students to become contributing members of the CU community; assists in the recruiting, admitting and onboarding of new graduate students through the annual admissions cycle; develops and completes marketing and recruiting strategies in collaboration with their unit’s graduate committee, and prepares students to become future leaders in their field.
Who We Are
CU Boulder is the place for aerospace. Our students and faculty are pushing the limits of aeronautics and astronautics research, crafting next-generation aircraft, growing the possibilities of remote sensing, and building space instruments and satellites for orbit around Earth and beyond!
Our mission is to provide students the highest quality education in aerospace engineering sciences, emphasizing hands-on learning, and to conduct fundamental, applied, and interdisciplinary research to meet societal needs through analysis, design, and implementation of aerospace systems, using connections between aerospace engineering and related sciences. We are home to 56-tenure track, research, and instructional faculty, over 500 graduate students and 1,000 undergraduates.
What Your Key Responsibilities Will Be
Academic Advising:
- Performs academic advising for graduate students consistent with current advising standards and protocols with tasks including but not limited to:
- Tracking student progress by maintaining student records.
- Maintaining and updating degree plans, if applicable.
- Reviewing and approving plans of study.
- Reviewing and processing transfer credit requests, distinguishing between routine cases and those that require faculty involvement.
- Helping students with course registration issues as needed.
- Serves as graduate student liaison with the graduate committee, presenting student petitions, internal and College fellowships, etc. as needed.
- Serves as liaison with the CEAS Graduate Education Council, sharing departmental concerns and communicating information and issues back to the department as needed.
- Serves as liaison with the Graduate School on all aspects pertaining to department’s graduate students.
- Advises graduate students regarding academic requirements and options for completing them
- Stays current about changing curricula, rules, and policies at the department/program, college, and university levels and how to apply them consistently to different circumstances.
- Tracks graduate students' progress with respect to departmental achievements such as completion of course work, completion of preliminary and comprehensive exams, and completion of topic proposal and final defense requirements.
- Designs and determines the process for graduate student orientation, working with other Grad Advisors in the department, lead TAs, and the College.
- Recommends corrective actions for graduate students who are not meeting program goals or requirements.
- Proactively tracks, contacts, and works with special student populations (e.g., students in academic difficulty, non-traditional students, student parents, members of underrepresented groups, etc.) and advances critical issues to faculty and/or college and campus resources.
- Advises and counsels current students, faculty, and staff on policies, procedures, rules, regulations, and graduation requirements. Is deeply knowledgeable about department, college, and Graduate School policies and procedures.
Department-Specific Duties/Other:
- Administers admissions decisions in Slate. Works with Graduate Committee, Graduate Program Manager, and Associate Chair for Graduate Education to administer with application review processes.
- Manages process for recruiting course support for all AES courses; coordinates with department HR to hire Teaching Facilitators each semester.
- Coordinates group advising sessions each semester.
- Completes process for assigning faculty advisors in Campus Solutions for new student population.
- Assists with department graduation ceremonies and other department activities as needed.
Graduate Program Administration:
- Designs and determines the process for gathering, maintaining, and analyzing graduate student statistics regarding applicants, matriculants and graduates, and benchmarks against peer programs.
- Develops and implements tools to assess graduate student advising needs.
- Develops and implements programming to support graduate student advising and professional development.
- Informs students and faculty about fellowship opportunities for all students as well as traditionally underserved populations such as women and underrepresented groups.
- Tracks recruitment, retention, and performance of women and underrepresented groups in the graduate and BAM program and informs the Graduate Chair of relevant trends.
- Works with the Office of Admissions, Graduate School, The College of Engineering and Applied Science, Office of International Admissions and Office of Admissions, other student support services offices on campus and other engineering graduate program advisors in the college on broader programmatic issues. Assists in Graduate Committee’s and Departmental Diversity and Equity efforts.
Professional Development:
- Participates in learning opportunities related to advising and/or other areas of professional interest related to job duties.
What You Should Know
This position may be eligible for a hybrid work modality, consistent with the College of Engineering and Applied Science Hybrid Work Policy https://www.colorado.edu/engineering-facultystaff/rules-policies/college-hybrid-work-policy.
After the initial training period, we anticipate this position working on campus 2 days a week.
What We Can Offer
The starting salary range for this position is $56,060 - $60,320 annually. Relocation assistance is available within CEAS guidelines.
Benefits
Be Statements
What We Require
- Bachelor’s degree from an accredited institution and one year program advising program marketing and/or program administration experience in higher education. Equivalent combination of education and experience may substitute.
What You Will Need
- Ability to communicate effectively, both in writing and orally.
- Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
- Outstanding customer service skills.
- Demonstrated ability to work as a member of a team and within a collaborative work environment.
- Exceptional organizational, planning, analytical, and technical skills.
- Exceptional attention to detail.
- Ability to work independently, prioritize multiple projects and requests, and work in a fast-pace environment.
- Demonstrated passion for working with students from onboarding to graduation within a high-volume setting.
- Sensitivity to and appreciation of cultural, political, and geographical differences, with ability to work well with faculty, staff, and students from around the world.
- Demonstrated commitment and leadership ability to advance diversity and inclusion.
- Demonstrated experience with Microsoft Office (Word, Excel, Power Point)
- Demonstrated experience with Cloud-based services such as Dropbox, Google Drive, and/or Google’s G Suite.
- Willingness to work in an environment which may demand some flexibility or evening/weekend work.
What We Would Like You to Have
- Bachelor’s degree from an accredited institution and professional-level experience as an academic advisor for graduate students in STEM fields at a college or university setting.
- Familiarity with Graduate Student Admissions and Recruiting cycles and processes.
- Successful experience working with faculty.
- Familiarity with University of Colorado's student information systems.
- Experience with software that handles on-line applications and CRM for graduate student recruiting and admissions (Slate).
- Established skills and experience using technologies that support standard academic advising practices.
Special Instructions
To apply, please submit the following materials:
- A current resume.
- A cover letter that describes how your background and experience align with this position.
We may request references at a later time.
Please apply by June 9, 2025 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: Recruiting@colorado.edu