Posting Details
Position Information
Position Title
Graduate Program Coordinator
Position Type
Regular
Job Number
SA95324
Full or Part Time
full-time 40 hours weekly
Fair Labor Standard Act Classification
Non-Exempt
Anticipated Pay Range
$27.00-$29.00
Pay Range Information
Chapman University is required to provide a reasonable estimate of
the compensation range for this position. This range takes into
account a variety of factors that are considered in making
compensation decisions, including experience, skills, knowledge,
abilities, education, licensure and certifications, and other
business and organizational needs. Salary offers are determined
based on the final candidate’s qualifications and experience, as
well as internal equity and other internal factors. The anticipated
pay range is not a promise of a particular wage.
Position Summary Information
Job Description Summary
This position will provide a broad range of high-level
administrative services for School of Communication PhD and MS
programs. Working with the Graduate Program Director, Dean, Asst
Deans, faculty and staff, plan, coordinate and oversee day-to-day
program operational activities. Perform other duties as
assigned.
Chapman University’s mission is centered on serving our students
and strengthening our campus community. Chapman believes there is
significant value in an in-person workforce. Being present fosters
collaboration, strengthens relationships across departments,
enables us to better serve our co-workers and contributes to the
student experience. It is an important part of the culture that
makes Chapman a special place to work and learn.
Responsibilities
- Coordinate and provide administrative assistance to the School
of Communication graduate programs, faculty, and students
Work collaboratively with the Graduate Program Director, Asst
Deans, and Undergraduate Program Coordinator in development of
class schedules, taking faculty load into account; input and
maintain class schedules. Collaborate with Graduate Director/Chair
on semester course scheduling and assist with graduate student
registration process and orientation
Assist the Graduate Program Director with student enrollment,
Assigning Advisors in PeopleSoft, and Permission Numbers.
Assist the Graduate Program Director with graduate student
registration process and orientation
Work collaboratively with faculty in reviewing, editing, and
processing graduate course and catalog changes annually.
Assist Faculty and Undergraduate Program Coordinator with
hiring, and managing on-boarding, of new full-time and part-time
faculty
Generate graduate faculty contracts
Coordinate with SMC for graduate program advertising
Manage purchasing, ordering and reimbursements for Graduate
program specific needs
Coordinate room needs for Graduate program faculty and
staff
Serve as liaison with the Office of Graduate Admissions and the
Office of Graduate Education
Manage the hiring process for SOC graduate students (GShip);
generate GSI (Graduate Student Instructor) contracts and GRA (Grad
Research Assistant) paperwork, interfacing with VPGE (Vice Provost
for Graduate Education) and HR as necessary and troubleshooting any
problems
Work collaboratively with the Graduate Director/Chair and
faculty to manage graduate student thesis projects, completion of
forms, faculty committee members, thesis defenses, degree
completion protocols
Assist with MS and PhD admission process and recruiting
(Tracking admissions applications, coordinating information
sessions, and communicating with applicants and potential
applicants.)
Review SOC graduate student scholarly and creative activity,
grant awards, routing student applications to appropriate faculty
and assuring timely review submission
Assist MS and PhD students with travel for university business
needs
Manage payments, reimbursements, etc. for Grad faculty and
students
Disseminate program information and respond to inquiries from
prospective students
Work with current graduate students to answer program-related
questions and concerns
Serve as college staff rep for the university-wide events for
graduate students
As a member of the college staff team, assist with college-wide
and department activities
Serve as backup to other support positions as needed
Some travel and weekend work hours are required.
Required Qualifications
- Bachelor’s degree or equivalent combination in education and
experience.
- 2-3 years of related working experience
- Demonstrated effective oral and written communication
skills.
- Strong organizational skills
- Proven ability to exercise independent thinking and judgment to
carry out duties in a timely manner.
- Ability to exercise initiative and work independently and as a
team member.
- Experience in providing administrative support in a
professional office.
- Demonstrated ability to use tact and diplomacy and to maintain
a high level of confidentiality.
- Proven ability to prioritize duties when faced with
interruptions, distractions, and fluctuating workload.
- Proficient knowledge and skill in Microsoft Office Suite
applications.
- Ability to learn in-house software
Desired Qualifications
- Master’s degree in related field.
- Experience in admission and recruiting.
- Working knowledge of university software, policies, and
procedures
Special Instructions to Applicants
At Chapman University, we believe collaboration thrives through
in-person engagement. This position is fully on campus, and
employees work alongside colleagues, faculty, students, and staff
each day to support our vibrant university community.
Chapman University is an equal opportunity employer that provides
equal employment opportunities to all individuals, regardless of
their protected characteristics. All qualified applicants and
employees are encouraged to apply and will receive consideration
for employment without regard to race, color, religion, age, sex,
sexual orientation, gender identity, gender expression, national
origin, ancestry, citizenship status, physical disability, mental
disability, medical condition, military and veteran status, marital
status, pregnancy, genetic information or any other characteristic
protected by state or federal law.
Applicants for Staff and Administrator positions must be currently
authorized to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion
and outcomes of a criminal background screening and returning to
the Office of Human Resources a signed original acceptance of the
Chapman University Agreement to Arbitrate.
Minimum Number of References
2
Maximum Number of References
3
Pre-screening Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
- Resume
- Cover Letter
- 3 References Listed on One Page
Optional Documents
- Transcripts
- Letter of Recommendation 1
- Letter of Recommendation 2