"Academic and Systems Project Coordinator, Graduate School (2624)"

Job Description

The Academic and Systems Project Coordinator provides project coordination and administrative support for key Graduate School academic functions, including catalog management, Graduate Council administration, and thesis and dissertation processing. Reporting directly to the Graduate School Systems Analyst, this position serves as the Graduate School's primary liaison with the Registrar's Office and works closely with academic departments, faculty, and graduate leadership to ensure accuracy, compliance, and timely completion of academic processes.

This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Key Responsibilities

Catalog Management

• Manage publication of the Graduate Catalog.
• Direct, maintain, and update academic catalog content in coordination with academic departments and institutional leadership.
• Ensure accuracy, consistency, and timely publication of catalog revisions.
• Track catalog change requests and manage associated review and approval workflows.

Graduate Council Administration

• Serve as the primary administrative support for the Graduate Council.
• Coordinate meeting schedules; prepare agendas; distribute materials; and record meeting minutes.
• Track proposals, policy updates, and action items to ensure timely follow-through.
• Act as a liaison between faculty, staff, and graduate leadership.

Student Records & Systems Management

• Assist with student records management across admissions, enrollment, and graduation processes.
• Utilize, maintain, and test systems and applications including Banner, admissions platforms, DocuSign, project management tools, and auxiliary software.
• Support troubleshooting, workflow improvements, and system updates in collaboration with IT and campus partners.
• Monitor completion rates and ensure forms and processes follow established approval paths.

Data Management & Reporting

• Manage advertising-related data, tracking, and reporting to support recruitment and marketing strategies.
• Organize and maintain advertising records, timelines, and performance metrics.
• Assist in planning and coordinating advertising efforts in collaboration with marketing and academic program teams.
• Run and manage weekly enrollment reports.
• Academic Records and Processing.
• Manage the publication of theses and dissertations in collaboration with campus partner (Proquest/ Library).
• Ensure adherence to academic policies, deadlines, and documentation requirements.
• Support process improvements related to academic systems and workflows.

Minimum Qualifications

• Bachelor's degree or an equivalent combination of education and relevant professional experience.
• At least one (1) year of experience providing administrative or project coordination support in a higher education or similarly complex organization.
• Demonstrated ability to manage multiple processes, deadlines, and stakeholders with a high level of accuracy and attention to detail.
• Strong written and verbal communication skills, including the ability to prepare agendas, minutes, and formal documentation.
• Experience tracking approvals, managing workflows, and maintaining records or documentation.
• Ability to work collaboratively with faculty, staff, and academic leadership.
• Strong organizational and time-management skills, with the ability to prioritize competing demands.
• Proficiency with standard office software and collaboration tools (e.g., Microsoft Office, Google Workspace).

Preferred Qualifications

• Experience working in a Graduate School, Registrar's Office, or academic affairs environment.
• Familiarity with academic catalog management, curriculum approval processes, or governance structures.
• Experience supporting faculty committees, councils, or shared governance bodies.
• Knowledge of thesis and dissertation submission processes and academic policy compliance.
• Experience serving as a liaison between academic departments and central administrative offices.
• Familiarity with student information systems, catalog management systems, or document management platforms.
• Demonstrated interest in process improvement, systems coordination, or workflow optimization.
• Experience supporting academic records or policy-related initiatives.

Additional Information

You must submit your CV/resume, cover letter, and list of three (3) professional references, including current contact information. This position will remain open until it is filled; however, priority consideration will be given to applications received on or before March 12, 2026. Salary will be between $50,000 and $53,000 per year, commensurate with education and experience. Benefits include comprehensive health, dental, and vision; life insurance; disability plan; employee assistance program (EAP); excellent retirement options and company contribution; and generous paid time off/sick leave accrual. All offers of employment are conditional pending the successful completion of a background investigation, provided by HireRight.

Posting Number: req2685
Type: Working 12 months per year
Position: Non-classified Staff
Division: Office Of Academic Affairs