Career Center

This postion falls under the UMN Job Code 1897 (Program/Project Specialist) with an anticipated salary range of $44,699 to $66,726. 

DUTIES AND RESPONSIBILITIES

Position Overview

The individual in this position works in the Scott Hall Administrative Team, which consists of the Departments of American Studies, American Indian Studies, and Chicano and Latino Studies.

This position serves as the central Graduate Program Coordinator (GPC) for the American Studies Phd. program, as well as the American Indian Studies Graduate Minor. This is a dual role (50/50) that includes events management and support and the title of Graduate Program Coordinator and related administrative duties. The Education Program Associate/GPC reports to the Scott Hall Hub Curriculum Coordinator and supports and works with the Scott Hall Administrative team to plan and execute scholarly events, conferences, as well as graduate student recruitment, orientation, and support. This role also includes general administrative duties, including serving on departmental search committees as requested; taking meeting minutes; conducting research and responding to inquiries and requests for information from faculty, students, and other communities of university; assisting in departmental special projects as required.

EVENTS MANAGEMENT & SUPPORT - 50% 

In collaboration with Scott Hall staff and administrators, create and maintain all departmental and master events and graduate school calendars, avoiding conflicts among departments and other closely-related programs; coordinate events across campus; maintain event supplies; organize relevant meetings; prepare correspondence, memoranda, promotional materials, and reports

Plan, develop, and implement marketing campaigns for Scott Hall departments via the following:

• Write/design/edit advertising for departmental events using eye-catching images to advertise events, through online, social media and print advertisements. 
• Using targeted advertising lists and media channels to grow the attendance at events. Manage social media channels (Instagram, Twitter, Facebook, YouTube, HootSuite).

Pre-event planning and coordination: consult and work closely with the Department Chairs, Community Engagement Coordinators and Administrative Manager to determine event needs; make detailed recommendations; create comprehensive plans for events, develop event budgets and track ongoing expenses for financial reports; independently identify and schedule venues; make catering selections and arrangements; make travel and hospitality arrangements for visitors; work closely with travel agents; research and make conference registration arrangements; create and develop plans for the dissemination of publicity. 

Event management: be present at events to meet caterers; assist with A/V; secure required paperwork from visitors to process honorarium payments and expense reimbursements; create and maintain attendance records; event set-up and take down; clean up. 

Post-event: financial reconciliation and reporting, share final financial information with Financial Preparer, Directors, Administrative Manager and Community Engagement Coordinators. Adhere to and provide information about University policies and procedures, particularly those relating to travel and payments. Direct the work of student workers assigned to assist in event preparation and execution. 

These events include, but are not limited to: 

• Critical Conversation Series (approx. 4 events per year) 
• Native Artist Talk Series (approx. 4 events per year) 
• Annual David Noble Lecture  
• Scott Hall Research Day
• Special and promotional events, as needed (receptions, community gatherings, &c.) 

GRADUATE PROGRAM COORDINATOR —50% 

• Co-lead with the Director of Graduate Studies and Department staff and faculty the  recruitment, promotion, admissions and student progress tracking for the American Studies Phd. program (e.g. recruitment includes assisting with the development of recruitment and program materials and recruiting events, and admissions work includes preparing application materials for review by the admissions committee ). 
• Liaise with The UMN Graduate School and GSSP on matters relating to student progress and student success, including serving as the departments’ liaison in matters relating to CLA’s graduate activities and GPC meetings.
• Serve as an information resource for prospective, new and continuing students with registration assistance, policies, and graduate program processes/procedures 
• Assist with student issue research and resolution where needed, including serving as information contact for common student issues, directing towards university resources and services as needed. 
• Change and implement updates to student handbooks and materials. 

• Coordinate course assignments with other units for faculty who have joint appointments, split teaching obligations, or other out-of-department instructional assignments.
• Organize May and Summer Session curriculum: review course proposals and assess instructor eligibility and preparedness in collaboration with DUS and Coordinator of Advising.
• Assist the DGS and DUS and/or Department where needed with TA performance evaluations

REQUIRED QUALIFICATIONS: 

High School Diploma/GED and five years related experience to include project management and event planning and execution. Education/training in a related field may substitute for up to 3 years of experience. 

Must have experience with email, Microsoft Office Suite, Google Docs, electronic calendaring, experience planning and executing events, programs, and/or conferences; and budget and expense tracking experience. Must have experience with managing social media channels. Experience or knowledge of graphic design and/or graphic design software/programs is also necessary. Evidence of excellent written and oral communication skills. Availability to work some evenings and weekends/overtime and be able to lift, carry and move items weighing up to 30 pounds. 

PREFERRED QUALIFICATIONS: 

Two years of experience working in a higher education setting or cultural/community organization assisting with event planning and execution. Experience working with multiple units and deadlines, diverse groups, hospitality vendors (caterers, travel agents, hotels, etc.), setup and cleanup of events/workshops/conferences, expense reimbursements, and vendor payments, especially at the University of Minnesota, explaining policies and procedures to multiple constituents. Proven ability to interact and communicate successfully with guests in a professional academic setting. Experience working in a fast-paced environment with competing demands. 

About University of Minnesota Twin Cities

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