"Graduate Studies Coordinator"

Job Details

Posting Details

Posting Number: 0801716

Classification Title: Graduate Studies Coordinator

Department: Academic Planning and Assessment

Department Contact Email: rkandiah@centralstate.edu

Job Summary/Basic Function

The Graduate Studies Coordinator is responsible for providing comprehensive administrative support to the Director of Graduate Studies, overseeing daily operations in the Office of Graduate Studies, and ensuring the smooth functioning of the office under the Director’s supervision.

Administrative Responsibilities:

• Support for Director of Graduate Studies (DGS): Assist the DGS with daily operations, record maintenance, writing mid-year and annual reports, enforcing protocols, data management, developing marketing materials, managing the office webpage, accreditation activities, and ad-hoc reporting.
• Record Maintenance: Maintain all graduate student and program records.
• University Support: Provide necessary support, data, and information to the university.
• Clerical Assistance: Offer clerical and coordinating support to university departments in developing graduate and post-graduate certificate programs.
• Information Production: Transcribe, format, input, edit, retrieve, copy, and transmit text, data, and graphics.
• Requisitions and Budget Management: Handle OGS requisitions, budget-related activities, receiving, invoicing, travel processing, and arranging travel for the DGS.
• Correspondence and Research: Assist the DGS in researching and routing correspondence, drafting letters and documents, collecting and analyzing information, and initiating communications.
• Event Coordination: Aid in the preparation, planning, and execution of events and programs.
• Material Review: Review and edit written materials developed within the OGS.
• Strategic Growth: Collaborate with the DGS, academic departments, and recruitment offices to develop and implement strategies for program growth, including marketing and promotion.
• Meeting Coordination: Organize Graduate Studies Advisory Council meetings, inter-departmental meetings, and graduate program fairs.
• Liaison Role: Serve as the liaison between the OGS and external bodies, as well as academic and administrative offices within the university.
• Student Academic Status: Approve changes to student academic status (petitions, withdrawals, course changes).
• Degree Progress Monitoring: whenever needed. assist the DGS in Monitoring degree progress and meet with students to ensure all departmental requirements are met.
• Performance Evaluation: Coordinate and perform the initial review in the annual graduate performance evaluation process.
• Website Updates: Monitor and update academic program information on the OGS website as needed.
• Communications: Prepare and distribute communications via email or newsletter regarding student programs.
• Student Advising: Advise graduate students on campus and college policies and procedures and proactively resolve student issues in consultation with appropriate faculty members.

Admissions/Recruiting Responsibilities:

• Application Processing: Ensure timely processing of application materials to the Graduate College for admission, and follow up with applicants on missing items, required documentation, and admission decisions.
• Prospective Student Contact: Serve as the primary contact for prospective graduate students.
• Recruitment Coordination: Plan and execute graduate student recruitment processes, including “visit days/weekends.”
• Travel for Recruitment: Travel to peer institutions and graduate recruitment fairs to recruit students alongside other university members.
• Orientation Organization: Organize new student orientation for graduate students.
• Recruitment Material Creation: Collaborate with public relations and academic departments to create and distribute recruitment materials across various media types to attract high-quality graduate student prospects.
• Placement Data Tracking: Track placement data for graduates from graduate and certificate programs.
• Grant Proposals: Assist the director in developing, writing, and submitting fellowship and related education grant proposals and reports.
• Additional Duties: Assume additional duties as requested by the director and as needed by the office.

Knowledge, Skills, and Abilities:

• Communication: Strong oral and written communication skills.
• Customer Service: Proven track record of customer service, particularly in interactions with faculty and students, with a results-oriented approach. Ability to work with students and faculty from diverse academic backgrounds.
• Organization: Strong organizational and time management skills.
• Technical Proficiency: Proficiency in Microsoft Office and Adobe products, holding virtual meetings, and the ability to efficiently use web-based applications.

Minimum Qualifications

• Education: Bachelor’s Degree in Higher Education Administration, Education, or related fields.
• Experience: 3+ years of professional experience in admissions, academic support, or related areas within higher education.
• Collaboration: Experience working with faculty, students, and staff from various academic departments.
• Travel: Willingness to travel to graduate student fairs and articulation meetings.

Preferred Qualifications

• Education: Master’s Degree in a related field.
• Knowledge: Working knowledge of university graduate academic program policies and procedures.
• Technical Skills: Proficiency in BANNER software and IT portal applications.

Posting Date: 05/05/2025

Closing Date:

Open Until Filled: Yes

Special Instructions to Applicants:

Position Category: Staff - Monthly (Exempt)

Budgeted Annual Salary: Commensurate with experience

Required Documents

1. Resume
2. Cover Letter
3. Unofficial Transcripts