Graduate Program Assistant

Job Description

The Graduate Program Assistant supports the administration and operations of the department's graduate program. This position works closely with faculty, students, prospective applicants, and university partners to coordinate graduate admissions, maintain student and appointment records, support enrollment and funding processes, monitor program requirements, and assist with departmental events and communications. The role requires strong organization, attention to detail, discretion, and the ability to manage multiple priorities while ensuring compliance with university and Graduate School policies.

Academic Administration

• Monitor graduate student credit, milestone, degree, and program requirement compliance.
• Maintain graduate student records, committee data, GIMS information, appointment records, and department tracking databases.
• Assist students with enrollment, graduation, milestone checks, research hour allocations, independent study sections, paperwork processing, and general program guidance.
• Draft graduate assistantship appointment letters and addenda.
• Process graduate assistantship and fellowship appointments, onboarding paperwork, tuition waivers, health insurance, activity fees, and related scholarship transactions.

Admissions Management

• Serve as the front-facing contact for prospective graduate applicants and route applicant questions appropriately.
• Manage graduate application packages and ensure materials are complete, compiled, and tracked for faculty review.
• Prepare faculty review materials, support admissions committee processes, and tabulate votes as needed.
• Draft admission and funding letters, coordinate College review, obtain department signatures, and track admitted students through enrollment.

Program and Department Support

• Support administration of non-PhD academic pathways, including terminal master's, graduate certificate, and BA/MA programs.
• Track student progress toward coursework, milestone, certificate, degree, and deadline requirements.
• Provide general advising and procedural guidance, referring students to faculty advisors, the Graduate School, college offices, or other university resources as appropriate.
• Maintain property inventory, assist with annual capital asset audit activities, and support graduate program web page and template updates.
• Assist with planning and execution of departmental events, including receptions, open houses, holiday parties, and graduate recruitment weekends.