Jobs UNIVERSITY OF COLORADO BOULDER

Program Coordination and Communication

• Handle various correspondence from students, faculty, and colleagues.
• Coordinate with the program advisor regarding developing and maintaining communications with students and faculty for all aspects of the program. This includes tasks related to pre-enrollment/onboarding information through graduation from the program—registration, special announcements and opportunities, regular announcements and program updates, etc.
• Use the designated learning management system for achieving specific tasks.
• Ensure timely response to email and phone messages.

Program Operations and Events

• Serve as a project manager for an in-person and virtual events portfolio, proactively scheduling prep meetings, ensuring team members provide necessary inputs, and keeping results on track.
• Provide regular status updates and progress reports to management and partners on event development.
• Draft and circulate event invitations and correspondence.
• Create and manage electronic registration forms to track attendance and follow up with participants as needed.
• Schedule speakers and panel discussions, confirming participation and ensuring all presenters are well-prepared (including collecting and consolidating presentations into cohesive slide decks).
• Create, format and update detailed event agendas.
• Coordinate venue reservations, catering, audio/visual needs, transportation, parking and accommodations in partnership with the event manager and external vendors.
• Propose and select swag items, ensuring orders are placed with sufficient lead time to arrive by the event date.
• Track expenses against the event budget.
• Be responsible for event setup, execution, and breakdown in coordination with the event manager.
• Anticipate and troubleshoot issues in real time, including technical challenges during webinars.
• Gather post-event feedback from attendees, speakers, and partners.
• Verify that all event activities follow university policies and procedures, ensuring all required forms and approvals are completed and submitted.
• Develop and maintain a repository for tracking student and alumni event participants, using this data to inform future event planning.

Request Coordination

• Facilitate timely and professional responses.
• Exercise judgment and discretion in determining priority and appropriate responses between sometimes competing concerns.
• Assist with the planning and delivery of special events, including orientation and advising sessions.

Student Services Functions

• Provide support to MS Bachelor’s-Accelerated-Master’s (BAM) students.
• Maintain student records and monitor student progress toward graduation, including academic probation/suspension status. Protect student information per FERPA guidelines.
• Manage the flow of information to other offices on campus about student registration, billing, graduation, and other student record issues.
• General email box management: Monitor daily for updates from the Graduate School, determine what correspondence needs to be forwarded for advisor attention, filed directly (academic standing updates, e.g.) and provided as a summary for advisor awareness, or actioned.
• Enrollment audits summer, fall, and spring: Using SalesForce, pull course enrollments for core courses across graduate degrees, inform advisors of any students not fully enrolled, and alert advisors if the number falls short PRE-census each term.
• Academic standing record-keeping: Compile and maintain an overview record of academic standing per degree program in support of the advisor’s academic recovery planning and monitoring.
• Degree audit/catalog review degree audit update forms: Partner with academic advisors to prepare degree audits for the advisor’s review. Note any inconsistencies between the catalog detail and audit results and review with the Director of Graduate Programs Services to ensure catalog updates as appropriate across graduate programs.
• Graduation checks: Provide basic support with graduation checks via an audit of student enrolled credits by program in the final spring semester, POST-census, calling the advisor’s attention to any outliers.
• Review all applications in OnBase for eligibility and required forms on a weekly basis. Maintain an Excel spreadsheet of applicants for review by the Faculty Director and communicate application status to students. Answer email inquiries regarding application timeline, requirements, and general BAM questions from students and undergraduate advisors.