Graduate Programs Specialist

Job Description Summary The Graduate Program Specialist is responsible for the operational management of the graduate office for Chapman University School of Pharmacy (CUSP).

This includes managing all student advising, progressions, and degree completion for all Masters (MS) and PhD programs. The Graduate Program Specialist is the liaison between graduate students and faculty, acting as a central resource regarding all academic processes Responsibilities Support Student Academics :

• Interprets and enforces graduate policies and graduate program requirements, specifically those related to curriculum and administrative processes such as attendance, graduation, internship and employment opportunities in local industry.
• Provides guidance on services available to graduate students such as academic support, student financial services, scholarships, and student organizations.
• Maintains awareness for issues related to international students and advises / refers as appropriate, including but not limited to visas, immigration, housing, and general support for ESL students.
• Assists students with academic, as well as personal issues impacting their success, referring them to appropriate resources as necessary.
• Monitors student progress and determines follows up needed with the students and their advisors to support student success.
• Assigns Graduate Research Assistants (GRAs) to Faculty and PharmD courses for proctoring / research each term.

Support Student Administration :

• Maintains graduate student records.
• Develops and implements new graduate student orientation, including room and AV reservations, catering, signage, and preparing materials for distribution.
• Coordinates with Office of Student Affairs (OSA) on school-wide orientation events.
• Seeks out internship opportunities for students in local industry.
• Represents the School of Pharmacy and / or University with outside audiences in the community to promote the graduate program.
• Manages components of the incoming graduate student whitecoat event, including ordering and distribution of white coats.

Liaise with Research staff and faculty and Dean’s office to manage lab coat supply account.

Responsible for processing incoming student key card access.

Liaise with other departments to problem-solve issues related to course registration, student business accounts, scholarships, financial aid, and key card access .

• Administers application processes for campus and CUSP internal scholarships and grants.
• Coordinates the MS and PhD student admits for review by the Graduate Program and Research Committee.
• Submits catalog changes through Curriculog.
• Performs course scheduling for MS and PhD courses.

Manage daily administrative operations :

• Maintains a high level of professionalism and knowledge to handle the volume and complexity of inquiries and be an effective liaison between CUSP and other internal and external departments.
• Participates in the development and implementation of administrative procedures as they pertain to the graduate programs including admissions, registration, scholarships, examinations, academic advising, new student orientation, and events.
• Manages the hiring process of graduate student employees and sign time sheets.
• Creates and maintain website content for graduate program and research websites in content management system.
• Serves as MS and PhD representative for campus-wide Graduate Coordinator meetings, and Marketing meetings.
• Creates, edits, and proofreads correspondence and marketing materials for the graduate program.
• Serves as a liaison with other campus departments.
• Provides administrative support to Graduate Program and Research Committee, including minutes, agenda preparation, and scheduling meetings.
• Orders office supplies when needed.
• Assists the Dean’s Office with special projects as requested
• Performs other duties as assigned

Required Qualifications

• Bachelor’s Degree and two years of experience in graduate program, admissions or other related field within a US accredited university
• Experience working with International students and resolving problems with an acute awareness for their needs.
• Experience in academia in a Graduate Program role or similar capacity in handling graduate program applications or working with graduate students.
• Working knowledge of graduate admission and / or graduate program coordination
• Excellent written and verbal skills.
• Ability to develop and maintain professional relationships
• Ability to effectively addressing and manage conflict.
• Ability to work collaboratively with other interdisciplinary roles and cultivate inter-professional relationships.
• Ability to mentor educators and students
• Strong analytical and organizational skills to sort and prioritize deadlines and work within the Office to ensure timeliness and accuracy.
• Ability to manage multiple responsibilities simultaneously mixing long-term projects with the urgency of immediate demands.
• Ability to travel to and from events when needed
• Technical skills to learn and use enterprise and department systems and tools
• Ability to learn about Chapman University and CUSP’s missions, goals and processes, and represent them in a positive and convincing manner
• Experience in collecting / reviewing / analyzing student related data
• Computer skills in the use of Microsoft Office Suite applications and internet tools
• Understanding of current marketing and student recruitment tools
• Ability to demonstrate tact and diplomacy and maintain confidentiality

Desired Qualifications

• Master’s Degree from a U.S. accredited university or equivalent combination of education and professional experience in graduate program, admissions, or other related functions
30+ days ago