Position Classification Description

Position Class Code / Title: G5002 / Coord,Graduate Programs
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 10

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Coordinates the various daily activities associated with graduate academic programs and acts as liaison to the various academic programs and graduate student support services. Provides a range of academic progress, compliance, and records management services, as well general administrative coordination and support services to the programs.

Duties and Responsibilities

  1. Provides administrative advisement on a range of academic program compliance and related issues including degree completion requirements and policies to students, faculty, and/or departmental staff; serves as liaison between students, faculty and administration, as necessary.
  2. Researches and resolves problems related to curriculum, program, and institutional requirements; coordinates with academic units to process changes in programs of study and applications for candidacy, and assists in the resolution of academic problems and disputes.
  3. Provides technical advice, guidance, and support to departmental graduate academic advisors on progression, graduation, and related advisement issues.
  4. Responds to inquiries and researches and resolves problems related to program transactions, and serves as liaison with other constituencies in the resolution of day-to-day operational and administrative issues.
  5. Monitors student progress in relation to program requirements, and corresponds with students as necessary regarding programmatic problems and deficiencies.
  6. Develops and maintains comprehensive student records and databases, and performs supplemental activities such as information acquisition, data file verification, and submission of reports, survey responses, and data requests, as required.
  7. Performs transcript and credit transfer articulations from national institutions for all graduate academic programs as needed for degree requirement acceptance.
  8. Reviews student files deadlines are met for completing various graduation requirements such as coursework, thesis/dissertation, manuscript, and other program requirements as specified.
  9. Coordinates and participates the review and final approval process for theses/dissertations, and coordinates the completion of the administrative processes associated with final approval of graduate manuscripts.
  10. Participates in the implementation and administration of associated electronic systems, processes, and procedures, as directed.
  11. Ensures compliance with University policies and standards in relation to grades, graduation and degree requirements, admissions, withdrawals, and associated issues.
  12. May provide leadership and day-to-day supervision to lower graded staff and/or student employees.
  13. Serves as Campus Security Authority as outlined by the Clery Act.
  14. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 2 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to provide technical guidance and leadership to professional personnel in area of expertise.
  • Ability to gather and analyze statistical data and generate reports.
  • Records maintenance skills.
  • Database management skills.
  • Knowledge and understanding of graduate student curriculum, progress and graduation requirements.
  • Analytical, evaluative, and critical thinking skills.
  • Ability to use independent judgment and to manage and impart confidential information.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Knowledge of relevant laws, regulations, policies, and guidelines associated with the creation and handling of student records.
  • Knowledge of college-level student affairs and student services principles and practices.
  • Organizing and coordinating skills.
  • Effective written communication skills.
  • Ability to evaluate student transcripts and/or records.
  • Knowledge of graduate academic admissions and transfer standards, requirements, and procedures.
  • Knowledge of academic advisement procedures.
  • Knowledge and understanding of electronic data collection and data management systems and procedures.

Distinguishing Characteristics

    Position requires: (A) both academic and student services advisement of graduate students in relation to program offerings and associated student affairs; (B) providing technical advice, guidance, and support to departmental graduate academic advisors; (C) monitoring the adherence to university graduate school policies pertaining to grades, graduation requirements, and withdrawals.

Conditions of Employment

  • All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.
  • Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 05/02/2021