Graduate Affairs Coordinator

Position Details

Position Information Position Graduate Affairs Coordinator Full Time / Part Time Full Time Job Type Regular Position Summary The Graduate Affairs Coordinator is responsible for the day-to-day operations of the Graduate Office;

processing all routine and non-routine graduate paperwork including, but not limited to, graduate petitions / appeals, programs of study, changes of concentrations, comprehensive written exams, comprehensive oral exams, retroactive adds / drops / withdrawals, statements of currency, transfers of graduate credit, as well as other paperwork for which the Graduate Office is responsible.

The Graduate Affairs Coordinator is responsible for generating all GA contracts as well as serving as the Administrative Assistant to the Graduate Dean. Duties and Responsibilities

• Enters, accesses, and shares data via SharePoint as required
• Administers the GA Requests, Graduate Assistantship Contracts, and NM Graduate Scholarship Program
• Regularly updates student status(es) in Banner, including monitoring for probation and suspension notifications
• Collaborates with other offices such as Financial Aid, Admissions, Registrar’s, Student Success, International Education, and other graduate programs
• Facilitates between graduate programs, staff, and students
• Compiles and verifies graduate data as requested by the Graduate Dean
• Provides comprehensive, independent review and evaluation of the documentation of graduate programs of study to ensure compliance with the academic program requirements and university policies and procedures
• Works with the Graduate Council and the Graduate Dean to help update the Graduate Handbook and Graduate Catalog to ensure that both are aligned and in conformity with University policies and procedures
• Informs students of financial aid opportunities as they relate to graduate students
• Receives student academic complaints and appeals; identify recommendation documentation for the Graduate Dean’s review and action
• Processes and tracks graduate assistantship and scholarship contracts, budget monitoring, and contract generation
• Complies GA reports to Financial Aid, the Registrar and Business Offices impacting federal and state financial aid and tuition rate qualifications
• Supervises graduate assistant and / or work study student employees of the Graduate Office
• Serves as the primary point of liaison, coordination, and consultation between the Graduate Office and the university’s various graduate programs
• Plans and manages various financial aid programs for graduate students, to include scholarships and fellowships
• Coordinates and manages the receipt of awards and contract documentation
• Administers, extends, and / or terminates graduate assistantship contracts and scholarship awards according to student academic progress and work performance, as recommended by the Graduate Dean
• Plans and manages internal office procedures to efficiently accomplish the Graduate Office goals and objectives
• Maintains current and historical records of graduate academic policies
• Assists graduate programs in achieving and maintaining systems and procedural compliance with academic requirements and standards
• Attends career and college fairs to promote graduate study at NMHU
• Working with the Graduate Dean, organizes graduate student orientations for the main campus, centers, and online graduate students
• Provides support for graduate advisors
• Provides training and orientation for new staff and faculty in graduate policies, processes, and systems, as requested
• Represents and serves as liaison for the Graduate Office at various external committees, meetings, and hearings
• Maintains confidential information in accordance with the Family Educational Rights and Privacy Act of 1974
• Assists the Graduate Dean with reports as well as updates to the Graduate Office Strategic Plan Maintains regular attendance
• Administrative Assistant duties include responding to administrative requests and queries, organizing and scheduling appointments, planning meetings and taking detailed notes, providing general support for the Graduate Dean, assisting daily office needs, scheduling appointments, copying, and preparing travel requests and vouchers.
• Performs other duties as assign

Minimum Job Requirements

• Education : Bachelor’s Degree in any field
• Experience :

o Four (4) year’s experiences working in a university setting or related professional setting

o Experience working with diverse populations Preferred Qualifications

• Master’s degree in any field
• Experience working with web management
• Familiarity with Ellucian BANNER system Special Conditions for Eligibility
• Must be willing to occasionally work weekends, evenings, or odd hours as needed Knowledge, Skills, and Abilities
• Skill and ability to work effectively with a wide range of constituencies in a diverse community
• Ability to provide technical guidance and leadership to faculty and professional personnel in area of expertise
• Knowledge of academic programs / support services available to students
• Ability to communicate effectively, both orally and in writing
• Knowledge and understanding of graduate fellowship principles, policies, regulations, and procedures
• Ability to analyze and solve problems
• Ability to develop, plan, and implement short and long-range goals
• Ability to maintain confidentiality of records and information
• Ability to supervise and train employees, including organizing and assigning work for subordinate employees
• Ability to make administrative / procedural decisions and judgments
• Ability to gather data and compile information and prepare reports
• Ability to foster a collegial and cooperative work environment
• Skill in employee development and performance management
• Ability to develop and maintain recordkeeping systems and procedures
• Ability to analyze complex information, and to define and solve problems
• Skill in the use of a personal computer and related software applications
• Skill in organizing resources and establishing priorities Physical Demands
• Repetitive hand motion and prolonged use of computer;
• Sitting for extended periods of time;
• No or very limited physical effort required. Working Environment
• Work is performed in a typical interior / office work environment;
• Work with frequent interruptions;
• No or very limited exposure to physical risk. Pay Rate Grade 13 Work Location / Campus Center Las Vegas, NM Campus EEO Statement New Mexico Highlands University is an affirmative action, equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.

We are committed to the University values of diversity, accessibility, excellence, and responsiveness.