Policy Coordinator

• Maintains broad expertise on all polices, agreements, and procedures that impact graduate education and the graduate student experience at KU, including both academic policy, employment policy, the Memorandum of Agreement with the Graduate Teaching Assistants Coalition (GTAC), and Graduate Studies' Service Level Agreement.
• Advises the Schools and other campus offices concerning policy and interpretation of policy as it pertains to graduate students and graduate faculty appointments.
• Develops help documents and leads periodic training to School and department level staff on University policies related to graduate education and department/school core expectations outlined in the Office of Graduate Studies Service Level Agreement to ensure consistency of advising and services across campus.
• Provides content expertise in School and department level processes and facilitates the sharing of best practices among staff.
• Liaisons with policy counterpart at the Medical Center campus to ensure strategic alignment of policy and ongoing coordination.
• Develops and maintains accurate, thorough, and up-to-date content as relates to policy and academic processes for the Graduate Studies websites and Resource Hub.
• Reviews and updates the Graduate Studies section of the Academic Catalog on an annual cycle.
• Periodically reviews graduate policy to ensure content remains up-to-date, completing technical edits as necessary.

• Utilizes the Progress to Degree (PTD) system and the Graduate Faculty Database to monitor petitions and graduate faculty requests. 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.
• 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.
• 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.

• Serves 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 the process to appoint new Executive Committee members.
• Coordinates with Executive Assistant to schedule all ECGF meetings.
• Works with the Associate Vice Provost (AVP), Director of Student Support Services (DSSS) 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 and review of summer petitions.
• Attends all Executive Council meetings and facilitates policy discussions.
• Maintains all records and communications pertaining to ECGF business.
• Prepares annual report of ECGF activity.

• Collaborates closely with the AVP and DSSS on policy development, providing policy research and 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.
• Utilizes project management tools to create and maintain efficient tracking 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.
• Coordinates with the Policy Office for the publication of new policy and policy revisions in the Policy Library.
• Coordinates with the AVP and DSSS on the preparation of communications to stakeholders, ensuring they are informed of new policies, any procedural adjustments that are required, and any required actions or follow-up.

• 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 AVP and DSSS. May include supervision of a student employee. Serves on relevant University committees as required.

1. Bachelor's degree from an accredited institution of higher education.
2. Three (3) years of professional academic advising and program coordination experience at the graduate level.
3. Knowledge of and experience working with KU and Office of Graduate Studies requirements, policies, procedures and information systems related to graduate education as evidenced by work history and application materials.
4. Experience investigating, interpreting and communicating guidelines, regulations, policies, and procedures as shown in application materials.
5. Excellent written communication skills as demonstrated in application materials.
6. Strong organizational skills and attention to detail, as demonstrated by application materials.
7. Previous experience that required working independently to organize and track tasks/projects and meet deadlines as shown in application materials.
8. One (1) year of experience with basic computer systems and software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Access) or equivalent.

1. Professional experience writing policy, procedure, or similar technical prose as shown in application materials.
2. Professional experience training others on procedures and/or electronic systems as evidenced in application materials.
3. Professional experience providing customer service as shown in application materials.
4. Professional experience analyzing, summarizing, and presenting data as demonstrated in application materials.
5. Professional experience handling sensitive information and/or situations requiring discretion and conformity to confidentiality and security protocols as evidenced in application materials.

In addition to the online application, the following documents are required to be considered for this position:

• Cover letter describing how you meet the required and preferred qualifications.
• Resume.
• List of three (3) professional references including email addresses.

Only complete applications will be considered.

Application review begins Monday, June 30, 2025. For consideration, please apply no later than Sunday, June 29, 2025.