SCSE Grad Program Coordinator

About The Job

This Graduate Program Coordinator (GPC) position provides primary support for the Water Resources Science Graduate Program as well as supporting Swenson College-wide graduate program initiatives through close collaboration with DGSs, faculty, and graduate students. In addition to work supporting WRS, the SCSE GPC will focus on financial and budgetary management for SCSE graduate programs as well as the undergraduate Swenson College Active and Innovative Learning (SAIL) program.

The schedule is typically Monday-Friday: 8:00am-4:30pm. This 100% position reports to the Swenson Graduate Division Director. The application review will begin on 09/02/2026. Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Program Administrative Support for WRS (50%)

• Work independently within University systems such as Slate, PeopleSoft Campus Solutions, WorkflowGen, MyU, Coursedog, and Reporting Center.
• Manage graduate program faculty membership and voting processes, including reviews, appointments, and curriculum/policy updates.
• Aid DGSs with cyclical program reviews, including 7-year external reviews and 4-year faculty membership reviews.
• Collaborate with DGS and appropriate department heads to help coordinate program course scheduling.
• Support DGS and faculty members with administrative tasks such as preparing agendas and recording minutes.
• Coordinate, track, and submit fellowship nominations for University, college, and program awards.
• Oversee international financial packages with the assistance of the International Student and Scholar Service (ISSS) department and ensure I-20 guidelines are met.
• Develop effective communication strategies to provide continued support and oversight for students and program faculty across campuses.
• Plan and coordinate graduate program events and assist with college-level events such as commencement.
• Afford assistance with special projects and activities as assigned, in collaboration with faculty, staff colleagues, and college administration.
• Manage degree plan approval process, add transfer coursework, and process exceptions in University systems.
• Support faculty and admissions committees involved in final admission decisions and pre- and post-admission recruiting.
• Maintain student records, monitor milestones, and track progress in University systems to assist with timely degree completion and compliance with program requirements.

Budgeting and Financial Oversight (35%)

• Graduate programs financial oversight: Assist DGSs with preparing the yearly program budget; monitor and reconcile program accounts on a regular basis.
• Handle scholarships and expense reimbursements for students and program activities and forecast future expenditures.
• Track changes to student funding, coordinate with departmental staff, and administer program and University travel awards.
• Coordinate with the Finance office, including monthly meetings, to assign budget numbers and track expenditures for individual faculty awards.
• Notify faculty of upcoming spending deadlines and assist Finance in sweeping awards that have passed the spending deadline.
• Coordinate with the Finance office, including monthly meetings, to assign budget numbers and track expenditures for individual faculty awards.
• Notify faculty of upcoming spending deadlines and assist Finance in sweeping awards that have passed the spending deadline.

Collegiate Support and Service (15%)

• Attend regular SCSE and GPC Network meetings and workgroups to share information and maintain awareness of college and graduate school updates, including regular communication with GPC colleagues on the Twin Cities campus.
• Update and maintain graduate program websites and other outward-facing materials for Swenson graduate programs.
• Represent collegiate graduate programs at recruitment events.
• Maintain regular contact with students through advertised open office hours to ensure students are well supported and advised.
• Work with other SCSE GPCs and the Graduate Division Director on the updating and streamlining of graduate administrative policies, procedures, and processes.
• Work with other SCSE GPCs and the Graduate Division Director on tasks related to recruiting, retention, and support of graduate students.
• Perform other duties as assigned that are necessary for the continued success of SCSE graduate programs.

Qualifications

• BA/BS degree, or a combination of education and relevant work experience to equal at least four years.

About The Department

Swenson College includes all the “STEM” disciplines (science, technology, engineering, math) at UMD. The Science Departments Include Biology, Chemistry & Biochemistry, Earth & Environmental Sciences, Mathematics & Statistics, Physics & Astronomy. The Engineering Departments Include Chemical Engineering, Civil Engineering, Computer Science, Electrical Engineering, Mechanical & Industrial Engineering. We Are The Home Of The Large Lakes Observatory, Iron Range Engineering Program, Integrated Biosciences graduate program, Water Resources Science graduate program, Advanced Materials Center, Air Force ROTC, Aerospace Studies program. We also have close affiliations with the Natural Resources Research Institute (NRRI) and the Minnesota Sea Grant program. With more than 3,200 undergraduate and 200 graduate students, Swenson College is the largest college at UMD and the third largest in the University of Minnesota system.

Pay And Benefits

Pay Range: $20.49 - $27.14 ; depending on education/qualifications/experience
Time Appointment: 100% Appointment
Position Type: Civil-Service & Non-Faculty Labor Represented Staff
Please visit the Office of Human Resources website for more information regarding benefit eligibility.

About University Of Minnesota

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue. Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.