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Student Affairs

Graduate Programs Manager

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit:

Posting Date

6/2/2021 12:00:00 AM

Position Information

Working Title:  Graduate Programs Manager
UW System Title:  Student Services Program Manager I

Essential Job Functions

The Graduate Programs Manager reports to the Associate Vice Chancellor (AVC) for Graduate Studies and serves as the primary contact for committed and currently enrolled graduate students. Overall, this position manages the administrative activities of the graduate degree programs and certificates, ensuring that student academic support needs are met by managing student activities, enhancing smooth communication, and ensuring positive engagement transitions for graduate students from matriculation to degree completion. This position counsels prospective and admitted students about degree/academic requirements, is responsible for maximizing available technology for student support, and works closely with the Graduate Admissions Recruiter (GAR) to develop reports supporting goals analyses for the AVC. This position is an operational liaison between the Office of Graduate Studies and internal university constituents, supervises the graduate student status examiner and student workers, and works closely with the AVC to ensure effective operation of our overall graduate programming. This individual will be engaged in our graduate student orientation and communication efforts, evaluate degree completion metrics, support diversity, equity, and inclusion initiatives, and provide management for office and graduate student budget and funding. In addition, this position will help develop and implement operational policies and assist the AVC as assigned.

This position includes the following responsibilities:

  • Create, revise, and implement policies and procedures for graduate programs.
  • Collaborate with faculty and administrators regarding programmatic/academic initiatives.
  • Help graduate team communicate with program faculty for efficient admission materials review.
  • Create and update graduate program forms.
  • Provide project management oversight for new program startups and sunsets.
  • Liaison with Internal Research and programs regarding student demographics, metrics related to admissions, student enrollment, student enrollment targets, and student degree progress.
  • Collaborate with and assist GAR in maintenance and functional use of Salesforce for Graduate Studies, including efficient data crosswalks, batch load processing, and testing novel functionality and forms creation.
  • Build and maintain marketing technology, including email templates and mail merged print documents. Use communication sequence technology, including audience segmentation.
  • Attend and actively participate in regular collaborative and functional group meetings.
  • Serve as a functional cross-trained backup for Salesforce territories and recruit engagement.
  • Collaborate with university areas to ensure office has appropriate webforms and data mapping.
  • Advise students regarding graduate study plans, thesis/project proposals, and thesis defense schedules.
  • Assist students through the process of course registration and understanding prerequisites.
  • Answer student questions about holds on records.
  • Monitor progress of provisional students in fulfilling assigned prerequisites.
  • Monitor academic suspension and probation cases, including oversight of appeal processes.
  • Serve as liaison with the Office of the Registrar and the Office of Admissions concerning students on probation, provisional admissions, monitoring academic progress, and processing program plan changes.
  • Assist students with the preparation of academic petitions for submission to the AVC.
  • Work with other graduate staff to ensure theses/project drafts comply with our guidelines and provide feedback to students, ensuring timely submission of final thesis/project to AVC for approval.
  • Work with OGS staff to coordinate digitizing, printing, binding, and billing of theses.
  • Maintain theses/project completion spreadsheet and theses evaluation spreadsheet.
  • Coordinate with departments, Office of Registrar, and other graduate staff on auditing of academic records to ensure degree requirements are met and verified by AVC.
  • Assist students with academic petition preparation for submission to the AVC.
  • Work with other graduate staff to ensure theses/project drafts comply with guidelines, and provide feedback to students. Ensure timely submission of final thesis/project to AVC for approval.
  • Coordinate printing, binding, digitizing, and billing of theses.
  • Maintain theses/project completion spreadsheet and theses evaluation spreadsheet.
  • Coordinate with departments, Office of Registrar, and other graduate staff on auditing of academic records to ensure degree requirements are met and verified by AVC.
  • Coordinate centrally-held graduate assistantship awards, including drafting of contractual letters and personnel action forms for the AVC's signature, informing appropriate University departments of new or terminated contracts to ensure accuracy of payment and benefits.
  • Monitor enrollment to ensure compliance with contractual agreement.
  • Coordinate scheduling of safety training sessions.
  • Work with supporting graduate staff to draft and obtain approvals/signatures for admission and rejection letters and other correspondence templates.
  • Hire and supervise students who provide support for graduate studies activities.
  • Supervise and coordinate work with Graduate Student Status Examiner.
  • Coordinate with AVC support staff to ensure lists of appropriate theses are completed each year and made available to agencies and organizations providing abstracting or bibliographic services.
  • Ensure appropriate documents are archived or maintained in compliance with UW System standards. Advise AVC on current policies.
  • Participate in University-wide and/or ad-hoc committees and activities as appropriate.
  • Collaborate with GAR and AVC to participate in outreach efforts.
  • Attend professional development seminars/conferences as appropriate.
  • Work with GAR and the Office of Admissions to guide provisionally admitted students.
  • Coordinate with GAR and AVC the communication of graduate assistantship awards for new students; coordinate with AVC for current students.
  • Counsel current students, and assist in counseling prospective students on a variety of issues, including residency requirements, faculty decisions, course waivers, enrollment questions, admission policies, academic and graduate requirements, etc.
  • Assist GAR in counseling students with the completion of graduate program applications materials and advise them of application requirements, including the interpretation of program admission requirements for international applicants.
  • Work with the GAR and Director of International Education regarding international student admission decisions, communication to students, and maintenance of partner/org relationships.
  • Assist in review of academic records and advising of students requesting reentry into a program.
  • Provide online, telephonic, email, and face-to-face meetings and appointments with colleagues, constituents, and graduate students.
  • Coordinate with GAR to gather metrics related to admissions and student enrollment.
  • Explore and implement expanded functionality of Salesforce events.
  • Coordinate with marketing, AVC, and GAR to refine graduate admissions enrollment outreach.


  • Bachelor's Degree in related field at time of application
  • Program management, higher education, and supervisory experience

  • Master's Degree
  • Customer Relationship Management (CRM) experience, such as Salesforce

The successful candidate will be expected to work inclusively and respectfully within a diverse campus community and practice civility in the workplace. The University welcomes applicants who are dedicated to the appreciation and promotion of inclusivity and equity as crucial components in the pursuit of organizational excellence.

In addition, the successful candidate will have strong oral, written, interpersonal, and organizational skills, demonstrated integrity and strong leadership, and the willingness to work independently and as part of a collaborative team. The University invites applicants who are dedicated to enriching the quality of life for students and the community by embracing the educational value of diversity, promoting environmental sustainability, encouraging engaged citizenship, and serving as an intellectual, cultural, and economic resource.

Conditions Of Appointment

Position is a full-time Academic Staff appointment. Official transcripts of the highest degree achieved will be required of finalist(s). A criminal conviction investigation will be conducted on the finalist(s). In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record.  

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Green Bay does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.


Competitive salary commensurate with qualifications and experience.

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA). 

The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Search Jobs" screen,
  • Click "View All Jobs"
  • Select "Graduate Programs Manager"
    • You must login before you can apply. Input your "User Name" and "Password" and select "Sign In."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Names and contact information for three references

You must select "Submit" to forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Liz Brinks
Phone: (920) 465-2648

Application Deadline

To ensure consideration, please submit application materials by Sunday, June 27, 2021.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our University Police website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.