Graduate Services Coordinator

PAY GRADE : 29E

CONTEXT OF THE JOB :

Under the general direction of the Director, Chair and Business Administrator, the Graduate Academic Program Coordinator manages graduate programs.

In consultation with faculty, the Graduate Academic Program Coordinator provides academic support services including monitoring graduate program applications and registration and serves as faculty / student liaison as needed.

Responsibilities include participation in formulating the graduate program recruiting budgets and serving as liaison to the external entities and universities to market the opportunities available at the University.

In addition, the Graduate Academic Program Coordinator works with other University of Delaware offices and departments to facilitate graduate education for student populations and working professionals.

MAJOR RESPONSIBILITIES :

• Independently or in collaboration with faculty advisors, assist graduate student in establishing realistic and attainable academic and career goals.
• Provide advice on academic, career, and personal issues, as needed, and identify options appropriate for each student. Assist faculty and students with the analysis of each option, including possible outcomes and their implications;

if needed, refer students to counseling services and set up appropriate action plans for students.

• Monitor academic progress of students; analyze progress reports from instructors; determine eligibility and satisfactory progress toward a degree;
• identify current and potential need or problem areas (e.g., study skills, tutoring) and refer students to appropriate campus resources for assistance;

communicate findings within the department and other university departments as needed.

• Check various data / forms for accuracy such as grade checks, overload petitions, curriculum changes; assist students in completing all requirements to earn a graduate degree.
• Assist students with course registration and related issues. Provide guidance in course selection in keeping with the student's interests, goals, and abilities.
• Identify options for student to satisfy specific degree requirements; evaluate and make recommendations on petitions and adjustments to student's program of study.
• Work with faculty and graduate students to prepare dissertation proposal / defense materials including but not limited to signature pages, direct student on copy binding and distribution, data on student and advisor of record, and submission of Graduate Office forms (Recommendation for Candidacy, Application for Advanced Degree, etc.).
• Work with faculty to determine Graduate Teaching Assistant assignments for BME undergraduate classes each semester. Assign Graduate teaching assistants to appropriate courses based on course requirements, TA skills, and instructor requests while ensuring that TA workloads are properly balanced.

Work with instructors to ensure TAs are providing appropriate instruction. This includes regularly observing and evaluating TA performance and arranging appropriate training or making other recommendations regarding individual TAs and managing logistics for students attending ELI / ITA.

Plan and manage all the administrative aspects of graduate programs including graduate student recruitment, stipend contracts and tuition funding, course registration, etc.

Maintain student files and records; document all pertinent student information; update the student information system (UDSIS) regarding changes to student status, course registration, faculty adviser, etc.

• Attend graduate committee meetings as needed and record minutes.
• Work with faculty to determine Graduate Teaching Assistant assignments for BME undergraduate classes each semester.
• Manage logistics for students attending ELI / ITA, TA assignments, etc. Maintain department thesis / dissertation inventory.
• Assist faculty with logistics and preparation for qualifying exams, lab rotations, graduate student seminars, and other events as part of the graduate curriculum.
• Plan and attend Graduate Student events including but not limited to Graduate Student Orientation, Graduate Student Welcome event, New ELI Graduate Student meeting, Graduate Student Recruiting, Award Ceremonies, and Symposiums.
• Coordinate fellowship nominee information for MS and PhD graduate students. Assist faculty and the Chair with nominating graduate students for awards and fellowships and managing such awards and fellowships when received.
• Interpret and explain relevant college and university policies and procedures; participate in preparation of orientations and present academic information to new students and parents during orientation.
• Review and analyze application packages from SLATE (or current Application Management System) and disseminate applications and information to faculty.

Collaborate with the Recruitment Chair and Graduate Director to screen applicants and their packages and make final decisions on SLATE.

• Collaborate with Business Administrator for the purposes of budgeting.
• Resolve conflicts of departmental courses with courses outside the department that are part of the curriculum.
• Manage Graduate program website using WordPress and COE-IT.
• Assist in drafting Graduate course and program changes, and input course and program changes into curriculog.
• Act as point-of-contact for grad program related issues outside the department.
• Assist in preparation of materials for external reviews and accreditations.
• Assist in recruitment of potential students by advising them of general academic requirements; describe graduate courses;

disseminate information regarding registration procedures; prepare recruitment packets. Conduct independent market research as needed to assist with the development of marketing policies, procedures, and plans related to the department's graduate programs including recruitment, retention and curriculum enhancements, etc.

Gather and / or calculate necessary information such as GPAs or enrollment statistics for internal and external evaluation of graduate programs;

prepare various reports as requested.

• Plan and attend department events, seminars, recruitment fairs as needed. Evening, weekends, and travel may be required.
• Perform other job-related duties as assigned.

QUALIFICATIONS

• Bachelor's degree and three years of related experience or equivalent combination of education and experience. Degree in Education, Counseling, Management, Marketing or related field preferred.
• Prior experience in engineering, science, technology or mathematics field preferred.
• Experience in program coordination.
• Ability to grasp, retain, and disseminate an extensive and varied body of information; the ability to exercise sound judgment and employ decision-making skills.
• Ability to evaluate student transcripts and / or records. Knowledge of graduate academic standards and judicial policies governing cheating and academic misconduct.
• Ability to communicate with students the course prerequisites, certification, and / or curriculum / graduation requirements.
• Advanced working knowledge of graduate academic recruitment and advisement policies, procedures, systems, regulations, and standards at the university level is preferred.
• Basic knowledge of marketing and market research.
• Strong analytical and critical thinking skills, the ability to analyze, summarize, and effectively present data, and demonstrated leadership, organizational, interpersonal and communication skills with experience working productively with a wide range of constituencies in a diverse community.
• Proficiency with Word, PowerPoint, Excel, GoogleSuite.
• Experience with University's student records system (UDSIS), graduate application database (SLATE), and accounting system (based on PeopleSoft) preferred.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
5 days ago