Assistant Graduate Administrator

Overview

The Electrical and Computer Engineering (ECE) department seeks an energetic, collaborative, resilient, and curious staff member to fill the role of Assistant Graduate Administrator. This position provides administrative and programmatic support for the ECE graduate program, serving over 240 graduate students. Reporting to the Graduate Program Administrator and working closely with the Director of Graduate Studies, faculty, and Graduate School offices, the position maintains accurate academic and administrative records, tracks graduate student milestones, and supports compliance with Graduate School policies and deadlines. The role manages student data across university systems, supports examinations and degree requirements, coordinates graduate student funding, and provides support for admissions and program events essential to the effective operation of the graduate program.

Responsibilities

Graduate Academic Administration & Student Records

• Maintain accurate student records across university systems (PeopleSoft, Stellic).
• Track student progress toward degree completion and key milestones.
• Monitor student progress and follow up on outstanding requirements.

Examinations, Degree Milestones & Academic Compliance

• Coordinate general examinations, pre-FPO milestones, and final public oral (FPO) defenses.
• Serve as a key resource for students, advising on timelines, requirements, and Graduate School deadlines.
• Manage documentation, approvals, and milestone updates.
• Communicate with faculty committees and ensure compliance with policies.

Labor Accounting & Graduate Student Funding

• Maintain graduate student funding and labor accounting records.
• Coordinate with partners to ensure accurate assignments and continuous funding.
• Review reports, resolve discrepancies, and prepare routine summaries.
• Process student payments (e.g., prizes).

Admissions, Events & Program Operations

• Support graduate admissions and recruitment activities (e.g., Visit Days, orientation).
• Assist with event coordination, logistics, and participant tracking.
• Maintain program communications (websites, listservs, directories).
• Support day-to-day operations of the graduate program.
• Contribute to a collaborative team environment supporting the success of ECE graduate students.

Qualifications

Essential Qualifications

• High School Diploma or equivalent and 5+ years of relevant work experience.
• Excellent organizational, time-management, and meticulous attention to accuracy skills, with the ability to work independently, manage multiple priorities, and consistently meet recurring deadlines.
• Strong written and verbal communication skills, with demonstrated ability to communicate clearly professionally with faculty, students, and administrative partners.
• Proven ability to exercise discretion and sound judgment in handling confidential information related to student records, academic progress, funding, and admissions.
• Proficiency in using administrative systems and databases to maintain accurate records, track progress, and support reporting and compliance (e.g., PeopleSoft, Stellic, Labor Accounting).
• Demonstrated ability to work collaboratively across units and support graduate program activities and events.

Preferred Qualifications

• Experience supporting graduate academic programs, including tracking student progress, degree requirements, and coordinating with faculty and Graduate School offices.
• Familiarity with Graduate School policies, academic milestones, and degree-related deadlines.
• Strong analytical and reporting skills, including advanced Excel proficiency.
• Experience with admissions or student information systems, such as Slate or comparable platforms.
• Experience or interest in using digital and AI-enabled productivity tools to support administrative efficiency, documentation, and reporting in accordance with University data privacy and confidentiality policies.