Policy Coordinator

Company: University of Kansas
Location: Lawrence
Posted on: January 15, 2022

Job Description:

20885BR

Policy Coordinator

Graduate Studies

Position Overview The Policy Coordinator for the Office of Graduate Studies facilitates the creation, evaluation, revision, and implementation of Graduate Studies policies, as well as the analysis and application of state, federal, Kansas Board of Regents, and KU policy as these pertain to graduate students, graduate employees, and graduate faculty. The Policy Coordinator conducts policy research, serves as staff liaison and primary administrative support to the Executive Council of Graduate Faculty, provides consultation on graduate policy, serves on relevant University committees as required, and is responsible for the day-to-day management of the systems and processes that support policy implementation and graduate students progress to degree. This positions scope extends across all graduate programs on the KU-Lawrence and KU-Edwards campuses and provides coordination on policies and processes at the KU Medical Center. This position is eligible for a hybrid work schedule.

Job Description

Policy Development (25%)

* Works with Vice Provost (VP) and Assistant Vice Provost (AVP) to proactively identify policy development needs. Monitors national trends in graduate education as these pertain to graduate policy. * Collaborates closely with the AVP to develop policy recommendations. Conducts policy research and provides summaries of approaches used by peer and aspirational peer institutions. Utilizes available institutional, state, and national data sources to aid policy research. Evaluates for alignment with existing University policy, KBOR policy, and HLC requirements. Evaluates for procedural requirements and feasibility. Prepares drafts of new policy and redline edits to existing policy. * Utilizes project management tools to create and maintain an efficient pipeline of policy work. Shepherds all policy proposals through various steps of review and approval. Ensures ongoing coordination with affiliate offices and University leadership as required. Evaluates feedback, conducts additional research, and makes additional edits to policy as required. * Coordinates on implementation of newly approved policy with Graduate Studies staff and key policy users to ensure necessary adjustments to systems and procedural requirements. * Coordinates with the Policy Office for the publication of new policy and policy revisions in the Policy Library. Updates the Academic Catalog on an annual cycle to ensure the Graduate Studies section reflects current policy. * Prepares timely campus-wide communications to ensure stakeholders are informed of new policies, any procedural adjustments that are required, and any required actions or follow-up.

Consultation and Communication (25%)

* Maintains a thorough knowledge of all polices, agreements, and procedures that impact graduate education and the graduate student experience at KU, including both academic policy, employment policy, and the Memorandum of Agreement with the Graduate Teaching Assistants Coalition (GTAC). * Advises all units on campus concerning policy and interpretation of policy as it pertains to graduate students and graduate faculty appointments, including but not limited to student-facing offices, Human Resources, academic leadership, and faculty, staff and students. * Develops and maintains accurate, thorough, and up-to-date content for the Graduate Studies websites, including information on policy, academic process, and ECGF membership and proceedings. * Conducts periodic training for graduate faculty and staff on graduate policy and procedure. * Communicates with policy counterpart at the Medical Center campus to ensure strategic alignment of policy and ongoing coordination.

Support for Faculty Governance (25%)

* Serve as ex officio member and staff support to the Executive Council of Graduate Faculty (ECGF). Ensures that all ECGF business is conducted according to bylaws. * Manages process to appoint new Executive Committee members. * Coordinates with Executive Assistant to schedule all ECGF meetings. * Works with VP, AVP, and other Graduate Studies staff to identify agenda items for each ECGF meeting, including any required award review. Maintains a project or calendar to track upcoming ECGF agenda items. * Prepares meeting agendas and consults with AVP to ensure they are ready prior to circulation. * Utilizes Microsoft Teams to support ECGF communications and collaboration, including but not limited to posting of agendas, review of special petitions, and awards review. * Attends all Executive Council meetings and takes thorough notes on policy discussions. Coordinates with Executive Assistant to ensure minutes capture all decisions accurately.

* Maintains all records and communications pertaining to ECGF business. * Prepare annual report of ECGF activity.

Academic Processes, Systems, & Reporting (20%)

* Works with university staff and administrators to identify, develop and manage projects related to graduate program academic processes as needed. * Maintains the Progress to Degree (PTD) system and Graduate Faculty database, ensuring that petitions are processed in a timely fashion and graduate faculty statuses are up to date. Administratively approves petitions and requests as appropriate and prepares remaining for ECGF agenda. Follows-up with programs/Schools to address missing or conflicting information to streamline ECGF review. Communicates outcomes of ECGF decisions to programs/Schools. * Supports the Electronic Thesis and Dissertation (ETD) submission process. Works with departments/schools, the KU Libraries, and the third-party vendor (UMI/ProQuest) to ensure submission process is efficient and effective. Works with KU Libraries and academic units to train students and staff in the ETD submission process. * Completes annual updates to the OGS Academic Catalog pages to ensure these reflect current policy and process. * Prepares and submits required reporting to various internal and external offices, including but not limited to the Office of the Provost, KBOR, and RTI International (Survey of Earned Doctorates). * May oversee policy-related support work conducted by student employees, including select PtD, Graduate Faculty, and ETD processes.

Other duties (5%)

* Participates in OGS team meetings and collaborates on OGS projects. May provide occasional support for other functional areas. * May execute additional projects or tasks as delegated by the VP or AVP. * May include supervision of a student employee.

Position Requirements

* This position will have a hybrid work arrangement. Incumbent will work remotely and on campus based on a set departmental schedule.

Required Qualifications

* Bachelors degree. * At least 3 years of professional experience in a Program Coordinator or similar role. * Strong written communication skills, as evidenced by application materials. * Professional experience communicating and interpreting complex guidelines, regulations and policies. * Professional experience organizing and managing multiple tasks and projects in a deadline driven environment, as evidenced by cover letter and resume. * Professional experience working with diverse populations. * One (1) year of experience using theMicrosoft Office Suite (Outlook, Word, Excel, PowerPoint, and Access).

Preferred Qualifications

* Advanced degree from an accredited institution of higher education. * Professional experience writing policy, procedure, or similar technical prose. * Professional experience analyzing, summarizing, and presenting data. * Familiarity with graduate academic policies, procedures, and relevant information systems at KU, as demonstrated by work experience. * Professional experience handling sensitive information and/or situations requiring discretion and conformity to confidentiality and security protocols.

Contact Information to Applicants Kristine Latta, klatta@ku.edu

Additional Candidate Instruction A complete application includes:

* Cover letter addressing how you meet the required and preferred qualifications. * Resume. * Contact information for three professional references (including at least one previous or current supervisor). * Completion of the online application.

Only complete applications will be considered.

* Application review begins Monday, January 10, 2022. To ensure consideration, apply no later than Sunday, January 9, 2022.

Advertised Salary Range $41,299

Application Review Begins 10-Jan-2022

Anticipated Start Date 31-Jan-2022

Primary Campus University of Kansas Lawrence Campus

FTE 1.0

Reg/Temp Regular

FLSA Status Administrative

Employee Class U-Unclassified Professional Staff

Work Schedule Monday-Friday, 8 am to 5 pm

Job Family Administrative/Management-KUL

Work Location Assignment Hybrid

Disclaimer The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Civil Rights & Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses). recblid z4tsw7qjwzp8g3r35upl9jyv2kvr9k

Keywords: University of Kansas, Lawrence , Policy Coordinator, Other , Lawrence, Kansas