University of Minnesota
School of Physics & Astronomy
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Student Services Prof 2 - School of Physics and Astronomy


This position manages the Physics Graduate Program including planning and application of all activities and processes associated with the physics graduate program including communications, admissions, graduate appointments, recruitment, policy and course advising for students, and faculty, staff, and student affairs. Oversees relations with graduate students, applicants, and potential students as well as REU potential applicants, applicants, and active students, to enhance their experience at the University.

Handles a variety of projects where in-depth knowledge of University policy and procedure must be applied to solve complex problems including statistical information to report for external and internal use to aid in forecasting the direction of the department. Our program currently has 162 active graduate students that are all fully funded through appointments that I coordinate. We have more than 75 graduate faculty members than span 10 departments, and have groups spread over 7 buildings. I work with finance in coordinating approximately $162,000 in various group funds addition to funding of graduate students that totals approximately $9M each year.

Job Duties

50% Graduate Program Administration
Work closely with the Director of Graduate Studies (DGS) in program administration. Act as the primary point of contact for the physics graduate programs. Provide regular support for graduate students and faculty. Guide graduate students through program and graduate school requirements throughout their career.

Coordinate graduate program events.
Organize and oversee welcome and orientation events for new students and/or program participants.
Annual two-week TA Training.
Graduate written exams (GWE) and oral exams.
Implement programmatic changes in PeopleSoft (PCAS and ECAS).

Advisor Assignments
Act as the primary point of contact for the graduate programs for faculty.
Coordinate the assignment of faculty as academic advisers for new graduate students, and process all new adviser assignments and adviser changes in PeopleSoft.
Gather graduate student appointments and payroll information each semester from faculty.

Maintain graduate faculty roster as appointments come due.

Monitoring and tracking graduate student milestones to ensure academic progress. Provide support for graduate students arranging oral examinations, including ensuring required paperwork is filed correctly, reserving rooms, and sending relevant calendar announcements.

Serve on the Graduate Education Committee, Plan Level Coordinator group and other School and University level committees as required.

Graduate Student Travel
Monitor graduate student travel expenditures. Process travel authorizations and expense reimbursements using EFS according to departmental and University policy.

Graduate Student Awards
Assist with graduate student award nomination process. Coordinate award nomination process, and ensure timely submission of supporting letters.

40% Recruitment and Admissions for Graduate Program

Maintain and develop printed and online informational and public relations materials for the physics academic programs. Maintain website and wiki pages. Update program advertisements on external websites annually. Coordinate admissions and program events for REU program.

Oversee application and admissions processes. Plan and coordinate graduate open houses and recruitment interviews, including budget maintenance, scheduling, accommodations, and expense reimbursements. Prepare statistical information on program applicants.

5% Reporting and Statistics
Manage student program data and reporting. Participate in preparing responses to University, national, and international surveys and other requests for information about the physics programs. Prepare end-of-semester reports. Help in the administration and processing of student rating of teaching evaluations. Maintain program statistics and databases.

5% Support staff leadership
Act in a limited leadership capacity for undergraduate program assistant. Act as secondary undergraduate program assistant when customer volume is high and in the absence of primary assistant.

Other duties of a similar scope as assigned.



BA/BS with at least two years of experience or a combination of related education and work experience to equal six years.
Position involves comparing, verifying and reconciling data to help department achieve overall objectives.
MS Office suite experience
Experience using moderate to advanced Excel data analysis tools (pivot tables, v-lookup, histograms, writing formulas)
High attention to detail
Strong organization skills
Ability to manage multiple projects simultaneously
Ability to work with regular interruptions
Demonstrated customer service experience

Physics coursework
Experience with admissions software (Apply Yourself)

PeopleSoft experience
Programming or web development experience
Ability to lift 25 pounds
Experience working in a university setting
Experience working with international students

More information at