<< Back to Search

Graduate Program Coordinator

Job description

General Summary: 

The Graduate Program Coordinator will be responsible for publicizing and coordinating the Department of Sociology’s graduate programs, including the Graduate Certificate Program in Survey Research, the Master’s Program in Applied Sociology and the PhD Program in Sociology; and will also coordinate the department’s relationship with and programming for the Graduate Certificate Program in Forensic Services, offered by the College of Advancing and Professional Studies (CAPS).  The incumbent will work with the Graduate Program Directors to manage the graduate programs, and will help coordinate communication and relationships between the Graduate Program Directors, the College of Liberal Arts (CLA), the Office of Graduate Studies, the Office of Graduate Admissions, and other graduate programs. The incumbent will work with university administrators and staff who are responsible for program support and oversight; and will maintain relationships with faculty in the department and in other departments and colleges whose work intersects with graduate program issues. 

In collaboration with other university staff and Graduate Program Directors, the Graduate Program Coordinator will be responsible for devising program publicity and recruitment, in print, on the internet and through social media platforms; for corresponding with potential applicants; for reviewing materials and managing and processing completed applications; and for maintaining contact with current graduate students and graduate student alumni. The incumbent will also assist with course scheduling; will coordinate graduate assistantship assignments; will develop graduate student internship opportunities; will assist with academic and social events for graduate students (including the Graduate Sociology Student Association); will maintain program records; and will coordinate with external agencies and other institutions in order to recruit new graduate students.

Examples of Duties: 

  • Serve as departmental point person in responding to routine inquiries from potential applicants, as well as current students, alumni/ae and constituents regarding graduate programs; assist new and continuing students with informational and other needs;
  • Devise and implement program marketing materials, in collaboration with other units; publicize the graduate programs and distribute current program information through social media;
  • Attend career and graduate school fairs to meet with and potentially recruit students into the graduate programs offered through the department; 
  • Manage faculty review of student applicants by allocating reviews among faculty, managing a database of review results, and maintaining records on applicant acceptance and awards of financial support;
  • Maintain student manual and related online information containing guidance about program requirements and strategies for completion, and update as needed after eliciting feedback from students and faculty;
  • Maintain student and program records and database of contacts with potential employers, sources of applicants and research sites;
  • Monitor individual student progress;
  • Assist Graduate Program Directors with course scheduling by maintaining and updating records on faculty availability and teaching preferences and tracking student progress and identifying courses they need for degree completion;
  • Manage scheduling of comprehensive exams and thesis hearings;
  • Receive, review, approve and submit required forms for admission, course waivers, graduation, and completion of graduate survey certificate requirements;
  • Work with Graduate Program Directors to coordinate and keep records of student assistantships and coordinate assignment of assistantships to faculty, based on faculty needs, student preferences, and available funding;
  • Manage relations with contacts at other universities, government agencies, and research organizations to maximize recruitment, internship, and research opportunities; coordinate internship opportunities with undergraduate internship coordinator, as needed;
  • Manage relations with and schedule meetings of program advisory board; 
  • Design and update graduate program newsletter;
  • Serve as advisor to the Graduate Sociology Student Association;
  • Work with the CLA Grant Administrator to search for and organize information on graduate student fellowships, awards, conferences and related opportunities in a form that will be accessible to graduate students and faculty; assist students with application procedures; maintain files of career opportunities and internship placements;
  • Contribute data on applicants, student progress, and faculty contributions to required program reports in the form of tables and charts;
  • Work with other office staff to coordinate graduate student and faculty grants management, as needed;
  • Work with other office staff to create purchase orders, process invoices and travel expense reports, and submit personnel action forms, as needed;
  • Serve as back-up for other office staff, when necessary;
  • Perform other duties as assigned.
  • Qualifications: 

    Bachelor's Degree, preferably in social science or business, and a minimum of three-five (3-5) years of progressively responsible administrative experience, preferably in an academic or non-profit program, required.  Ability to use technology, including office software and social media required. 

    Preferred Qualifications:

  • Knowledge of academic programming and admissions process preferred.  
  • Experience working with diverse populations preferred. 
  • Knowledge, Skills and Abilities:

  • Proficiency in Microsoft Office Suite, specifically word, excel and power point;
  • Knowledge of standard administrative, personnel and operational procedures; 
  • Ability to understand and apply university policies and procedures;
  • Ability to work independently within the department and with other central administrative units of the university;
  • Ability to maintain accurate records and to prepare summary reports;
  • Ability to act with discretion and judgment and maintenance of confidentiality;
  • Ability to be flexible and to shift priorities as needed;
  • Ability to manage multi-phase projects from inception to completion;
  • Ability to manage multiple concurrent priorities;
  • Ability to work independently, as enlist cooperation of others as needed;
  • Ability to manage precise details from beginning to end;
  • Ability to effectively communicate orally as well as through written communications;
  • Experience with developing publicity flyers, newsletters, or other marketing and publicity tools;
  • Strong oral and written communication skills;
  • Strong and effective analytical and creative problem solving skills, with the ability to prioritize and work under pressure in a deadline oriented environment;
  • Strong interpersonal skills;
  • Strong organizational and problem-solving skills;
  • Strong attention to detail;
  • Strong commitment to student service.
  • Application Instructions: 

    Please apply online with your resume, cover letter and list of three professional references.

    Review of candidates will begin following the application closing date. 

    Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 7 business days of the posting.  All other candidates will be considered after that period. 

    Salary Ranges for the appropriate Pay Grade can be found at the following link: 

    Salary Ranges




    Diversity Profile: University


    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 7/3/2018
    Application Due: 7/24/2018
    Work Type: