SUMMARY This position will play a key role in advancing the Department’s vision and increasing diversity within the student body by coordinating all aspects of graduate program marketing, recruiting and admissions. The successful candidate will be responsible for coordinating all procedural and process matters in the graduate student life cycle, from academic progress and retention to degree clearance and graduation. In addition, this position serves as the department’s primary point of contact for current and prospective graduate students, as well as faculty and staff regarding student-related policies and procedures. This position reports to the Department Head and provides administrative support to the Director of Graduate Studies (DGS).
ESSENTIAL FUNCTIONS Marketing and Recruitment: 25%
Develop and manage a recruiting and marketing plan for the Department
Support and foster the department’s and college’s goal of a more inclusive and diverse student body.
Develop and manage budget for recruiting activities.
Organize recruitment visits to undergraduate institutions through the U.S. Visits will be mainly conducted by the DGS and faculty, but this position may do some regional travel.
Monitor effectiveness of recruiting strategies with various feeder programs and institutions.
Set up information sessions and handle all logistics.
Continually update prospective student information in a database.
Create and manage marketing plan for the Department
Write and develop hard copy and online marketing materials and maintain currency of department website and promotional materials.
Assist College staff in alumni relations for Department specific events and activities.
Develop and maintain list of alumni and their current employer.
Admissions and Student Onboarding: 25%
Administer and manage annual application process
Act as primary resource for prospective students regarding graduate program admissions and information.
Be knowledgeable about and communicate graduate program policies and application procedures and deadlines.
Monitor and track application completeness and communicate with applicants about the status of their applications.
Assist DGS in writing letters of admission.
Organize materials for faculty online review of applications; schedule faculty application review committee meeting(s) as needed.
Process student application materials for admission to graduate school.
Responsible for the administrative onboarding of new students
Communicate with new students about onboarding procedures and requirements.
Communicate fellowship appointments to college finance team for entry and, if applicable, to the graduate school fellowship office.
Independently problem solve for all new students on logistical or procedural issues – especially international students, consulting with DGS or Head as needed.
Support to Director of Graduate Studies and Graduate Students in MLA Program: 35%
Serve as a resource for current graduate students
Manage student registration process questions and logistics
Track and direct students in degree completion and graduation processes
Manage student status, such as incompletes, leave of absences, etc.
Support Director of Graduate studies to manage program
Track graduate student enrollment and student credit hour data, and share with DGS and CDes Enrollment Manager.
Maintain database of student degree status; place holds on student records. Coordinate student degree clearance with the Graduate School.
Maintain database of student awards, graduate fellowships and teaching/research assistantships.
Attend meetings and/or assist the DGS in scheduling meetings as needed.
Manage, arrange, and reserve studio spaces for graduate program.
Administrative Management: 15%
Organize and maintain department files related to academics, such as gathering and maintaining records of course syllabi.
Manage oversight of student office assistants for Graduate program specific tasks.
Coordinate with Dean’s Office to maintain department student/staff mailboxes.
Distribute course evaluations to instructors for each semester.
Schedule rooms for department
Assist department administrator with general departmental support as needed.
Photocopy, file, prepare mailings, compile packets and complete other general office duties.
Support and maintain office equipment such as photocopiers, fax machines, printers, etc. Order supplies for these machines and troubleshoot problems. Work with outside service providers to address maintenance and functional problems/repairs with machines.
This is a temporary position expected to end on or before June 28, 2019, though it may be extended based on satisfactory performance, department need, and availability of funds.
High School diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience.
Experience/proficiency with Microsoft Office (Word, Excel).
Experience using Abode Contribute, InDesign or comparable design software. Experience using PeopleSoft or a comparable enterprise system.
Demonstrated ability to communicate effectively both orally and in writing, and to multiple audiences. Ability to work productively, professionally, and collaboratively with departmental constituents, other administrators.
Proven attention to cultural diversity and the proven ability to support the University’s commitment to equity and diversity.
Previous experience in higher education. Progressively more responsible relevant experience in complex academic environment. Knowledge of professional design programs.
Demonstrated ability to do regional travel
Demonstrated ability to work independently, creatively and collaboratively in a fast-paced environment and to prioritize multiple tasks. Evidence of self-initiative. Demonstrated evidence of ability to handle multiple tasks simultaneously by employing effective management strategies.
Demonstrated evidence of effective problem-solving and decision-making abilities and experience.
Proven commitment to customer service; organized, integrative and detail oriented.
Google (Search, Email, Calendar, Documents).
Experience performing data entry and data maintenance using databases and experience running reports and formatting downloads to Excel.
Internal Number: 328169
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.