ICGC Graduate Program and Center Coordinator

The Graduate Program and Center Coordinator handles the day-to-day administrative tasks for the Interdisciplinary Center for the Study of Global Change (ICGC) and provides student services support for the graduate programs within the Center. This position reports to the Director of ICGC but also supports the ICGC faculty committee and provides administrative assistance to the center faculty.

This is a unique opportunity to join a reimagined team under new leadership and help shape the future of the ICGC. This position offers the chance to bring your experience, insight, and creativity to bear from day one. We're looking for a seasoned professional who is energized by the prospect of building something new-someone who thrives on challenge, sees opportunity in ambiguity, and wants to leave their mark on a growing and evolving organization. If you're ready to contribute your expertise in a meaningful way and help define what excellence looks like in this space, we encourage you to apply.

Work Hours: Monday-Friday, 8:00 a.m.-4:30 p.m. (Occasional evenings)

Position Duties and Responsibilities

60% Graduate Program Support

• Writes, edits, and distributes program communications and newsletters; collaborating with the Center Director and the communications team as appropriate
• Advises prospective and current students on program requirements, milestones, and funding options
• Serves as a resource for faculty, staff, and students on graduate school policy, program-specific requirements, and consulting with the graduate school or other University offices as needed
• Fellowship Administration:
  • Draft fellowship letters in collaboration with Program Director and HR to ensure language meets the needs of the program while following the appropriate polices and contracts
  • Communicate and liaise with payroll, finance, and the student's "home" department/program as needed
  • Coordinate fellowship payments with the appropriate HR/Payroll office, tracking payments to ensure accuracy
  • Coordinates with "home" department, tuition waiver and payment processing and health insurance registration and payment
  • Monitor student compliance with UMN and ICGC requirements such as travel registration, IRB, and post-grant reporting
  • Prepare fellowship competition materials for the Director of Graduate Studies and the website
  • Liaise with the Slate team for application review
• Student and Scholar Support:
  • Serve as the primary contact for students/scholars; responding to questions, providing policy interpretation and guidance, and connecting them with on-campus resources as necessary
  • Provide coordination of the student's shared work space
  • Schedule courses and provide course logistics for DSSC courses and some MDP courses
  • Generate and distribute permission numbers for the graduate course to students
  • Monitoring student progress; reviewing requests in GPAS, reviewing progress toward minor requirements, notifying students of remaining coursework requirements, confirming students' status for various purposes (e.g., fellowship eligibility), participating in Graduate Program Coordinator (GPC) network meetings and communications
  • Prepares/revises curriculum information for University catalogs and websites
  • Serve as liaison with MDP student support staff in other departments
  • Collaborate with the Program Director and HR to create onboarding and offboarding materials and presentations
  • Maintains graduate student records and files; Uses GPAS, ECAS, UM Reports, Reporting Center, PeopleSoft system, Advisor Center, and department website
• Maintaining DSSC graduate faculty roster
• Teaching Support:
  • Setting up and maintaining Canvas sites
  • Assisting with gathering and/or distributing course materials (readings, videos, etc.)
  • Supporting logistics for visiting speakers
  • Keeping attendance records
  • Managing virtual session logistics
  • Facilitating the administration of course evaluations
• Committee Engagement:
  • Schedule and organize meetings for FAC, MDP Committee, Fellowship Award Committee, and External Advisory Board
  • Prepare agendas and circulate meeting documents
  • Take notes, track action items, and follow up on decisions
• Provides work direction to Graduate Assistants working for the program
• Meets regularly with DGS and program faculty to make recommendations related to issues

20% Center Administrative Support

• Serve as the main point of contact for students, staff, faculty, and visitors. Monitors the ICGC office phone and email, answering questions and providing follow-up communications as needed.
• Assist with travel arrangements, itinerary creation for guests of ICGC; this may include assisting with the creation and gathering of documents needed for visa applications
• Collaborates with the finance team to ensure that purchasing and travel card reconciliation and reimbursements are processed accurately and timely
• Manages general office maintenance such as facilities, OIT, and supply ordering.
• Creates and maintains ICGC records and databases
• Becomes familiar with and follows the appropriate University and Research Innovation Office (RIO) polices and procedures
• Manage event-specific budget, tracking expenditures, and coordinating as needed with the finance team
• Collaborates with communications and IT teams to maintain the center and program websites, keeping content up to date and in compliance with communication and accessibility policies
• Attend and participate in department and committee meeting as suggested by Center Director

15% Event Coordination

• Organize logistics for ICGC events (e.x., ICGC colloquium, guest lectures, welcome dinner, graduation celebration), both related to graduate programs and other center activities, including but not limited to identifying and reserving space, identifying and setting up tech needs, creating a menu and ordering catering, assisting with speaker identification and invitation, creating and maintaining an invitee list and RSVPs
• Becomes familiar with and follows university's purchasing and finance policies
• Coordinates with Director, Program Coordinator, and/or RIO communications to advertise events to the correct audience, sending invitations as needed, and tracking RSVPs
• Identify, coordinate, and provide work direction to staff providing event assistance
• Attends events and ensures success

5% Other Duties as Assigned

Flexible Work Location Profile

The Research and Innovation Office (RIO) and ICGC endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote.

This position has been designated as eligible for flexible work profiles one or two.

• Profile One, Office Lab-Based - is expected to work primarily on-site in the office/lab. Only occasionally and inconsistently working remotely. Your office will be located in Heller Hall on the West Bank of the University of Minnesota Twin Cities campus.
• Profile Two, Regularly Remote - is expected to work in the office/lab at least four days per week. Typically working remotely one day per week. Your office will be located in Heller Hall on the West Bank of the University of Minnesota Twin Cities campus.

ICGC management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Required Qualifications

• BA/BS degree plus at least two years of relevant work experience or a combination of education and relevant work experience to equal at least six years.
• Experience with basic databases and word processing using Microsoft Office Suite.
• Experience supporting executives or other leaders with calendaring.
• Clear communication, both verbal and written.

Preferred Qualifications

• Experience with PeopleSoft, CPAS, ECAS, and other student advising/services software.
• Experience working with graduate program administration.
• Completed Mental Health Advocate Training.
• Demonstrated awareness of interdisciplinary scholarship that engages critically with questions of equity and systemic change.

Knowledge, Skills and Abilities

• Strong attention to detail with a proven track record of delivering high-quality, accurate work.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and meet competing deadlines.
• Demonstrated cultural competence and the ability to engage and collaborate effectively with individuals from diverse backgrounds, identities, and perspectives.
• A proactive and growth-oriented mindset, with the ability to approach challenges with curiosity, flexibility, and a commitment to continuous learning.

The Interdisciplinary Center for the Study of Global Change

We seek to foster an interdisciplinary and cross-cultural community of faculty and students committed to supporting and advancing research, education, and collaborative initiatives related to global change with a focus on the global south.

Pay Range: $22.32-$29.77 per hour (Annual: $46,425.60-$61,921.60); depending on education/qualifications/experience

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).