"Office & Graduate Coordinator"

Office & Graduate Coordinator

Job #: 042355

Location: Syracuse, NY

Pay Range: $18.75 - $23.12

Hours: Standard University business hours
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
Hours may vary based on operational needs.

Job Type: Full Time

Job Description:

Serve as the first department contact for students, faculty, and visitors. Advise and provide information to Political Science graduate students. Oversee graduate program from inquiry process through graduate placement in collaboration with Director of Graduate Studies, the graduate placement director, and the Graduate School. Ensure the smooth functioning of the departments general day-to-day office activities, including activities such as website maintenance, supply management and event planning. Work with Administrative Assistant on reimbursements & department budgeting. Schedule PSC undergraduate and graduate courses and coordinate curricular changes and program revisions with the Department Chair, Administrative Assistant, and Directors of Undergraduate and Graduate Studies.

This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Education and Experience:

• Bachelors degree or 2-3 years of relevant experience in academic and/or business setting.
• 2-3 years of website creation and maintenance.
• Experience working in Microsoft Office, PeopleSoft and Front Page (or similar software applications) strongly suggested.

Skills and Knowledge:

• Knowledge of academic and administrative structure of the University highly desirable.
• Must provide rigorous attention to detail, as well as organizing and problem-solving skills.
• Experience with website maintenance software and proficiency in the Microsoft suite.
• Must be able to read and assess interpersonal interaction quickly and respond in a prompt, knowledgeable, helpful, courteous and respectful manner.

Responsibilities:

General administrative duties:

• Serve as receptionist and first departmental contact for students, faculty, and visitors.
• Manage travel and expense reimbursements.
• Manage inventory of office supplies.
• Manage the department website.
• Maintain and update event fliers, update Maxwell Calendar regarding public events.
• Schedule seminar room.
• Event organizing, including travel and scheduling for faculty searches and graduate recruitment day/weekend, the departments American Politics Colloquium, and Faculty Manuscript Workshops.
• Manage logistical planning, including space acquisition, publicity, travel and lodging arrangements, technology management, food, etc.
• Copying, scanning, receptionist duties (when work-study employee not in office), office equipment maintenance and managing of copy codes; phone line moves.

Graduate Studies:

• Works closely with the Director of Graduate Studies; assists with revision of handbook, coordination of recruitment and orientation events
• Updates graduate student brochure; Distributes information to American Political Science Associations Minority Identification lists for recruitment
• Responds to prospective graduate student inquiries concerning graduate program deadlines and requirements; Processes and coordinates incoming graduate applications
• Approves add/drop forms, various petitions, independent study forms; generates registration permissions for graduate students
• Tracks graduate student milestones: comprehensive examination results, completion of coursework, dissertation proposal defense and ABD status. Provide materials to DGS for the end of year graduate student assessment meeting; Collaborates with graduate school regarding certification of students
• Coordinates Ph.D. qualifying examinations: collects questions from professors, proctors exams, distributes completed exams to faculty in designated fields of concentration, and schedules oral examination dates
• Collaborates with Placement Director on graduate student job applications and scheduling annual job market meeting
• Maintains list of active graduate students (building and bay access); Assigns TA bays.

Curriculum and Scheduling:

• Manages processes related to curriculum and scheduling in consultation with chair and Administrative Assistant two times a year.
• Administration of online course evaluations in consultation with OIRA.
• Coordinate with Directors of Graduate and Undergraduate Studies, Undergraduate Advisor, and faculty on course regularization/deactivation and program changes
• Collect and maintain syllabi, contact information, office hours, semester and summer course descriptions, etc;
• Maintain and distribute office keys for the departments faculty, staff and graduate students.

Support to Administrative Assistant:

• Support Administrative Assistant on budget reconciliation, reimbursements, and planning.
• Coordinates and processes graduate student Travel Grant requests; submits proposal to Graduate Director, tracks approval and use, and graduate travel fund cumulative and individual balances.
• Other duties as assigned including ad-hoc projects or as occur due to receptionist duties.

About Syracuse University:

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.

The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the Universitys 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.

About the Syracuse area:

Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.

Application Deadline:
Full Consideration By:

To apply, visit https://www.sujobopps.com/postings/111350