Graduate Program Coordinator

Location
Stony Brook, Suffolk County
Posted
Jan 05, 2014
Campus Description: Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook Medicine is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.

Budget Title: Staff Assistant

REF#: WC-S-8406-14-01-S

Department: Ecology & Evolution

Salary: $37, 873 - $47, 734

Grade: SL-2

State Professional Position

State Line#: 45757

Campus: Stony Brook West Campus/HSC


Required Qualifications: Bachelor's Degree. In lieu of the degree, an Associate's degree and two years of directly related full time experience may be considered. Two years of full-time administrative experience. Excellent analytical skills, good interpersonal abilities, facility with personal computers using standard office software (spreadsheets, wordprocessing, etc). Ability to work independently.
Preferred Qualifications: Additional years of administrative experience. Experience coordinating university programs. Experience using campus business systems (Apply Yourself, PeopleSoft, SOLAR, Google Apps, Access-VIS, SMRT or Wolfmart).

Brief Description of Duties: The Graduate Program Coordinator (GPC) assists the Graduate Program Director in all aspects of the functioning of the graduate program. This position involves carrying out, without direct supervision, tasks such as routine course scheduling and processing of forms to change or coordinate graduate courses, responding to requests for information on our graduate programs, coordinating applications once received, tracking progress of all current students, administering major graduate exams, and coordinating all funding for graduate students, whether from TAs, RAs, fellowships, training grants, or work-study funds. In addition, the GPC backs up the departmental office staff as time allows. The selected candidate will:
    • Maintain local files and internal records for Ph.D program and two different MA programs, coordinated with departmental records. Be current on requirements for all 3 degree programs, verify accuracy of graduate student records, clear students for graduation and resolve problems with missing or incorrect grades. Generate graduate summary statistics annually to report data to the Graduate School, Dean's Office, and for evaluations of student progress.
    • Process graduate applications for 3 graduate programs (PhD, MA in Applied Ecology or Applied Evolution) providing complete data to admissions committees. Clearly distinguish student’s degree program and identify those interested in multiple degrees. Support recruitment and orientation activities for new students, coordinating Annual student Research Retreat. Design new methods to advertise/promote Ph.D and Master’s Programs, and answer requests for information.
    • Obtain and process graduate student State TA forms, Research Foundation RA employment, fellowships, and other means of financial support for students. Communicate deadlines, supply missing information for forms, and work with faculty and Ph.D. Director to change student appointments to maximize support available. Consult with Grad Director, faculty, and ATC for funds availability and prorate salary as adjustments are made. Coordinate with students to ensure that health care coverage is coordinated with funding adjustment and with Graduate Program directors if a leave of absence is necessary.
    • Update and enter department's BEE graduate course schedule for Spring and Fall semesters or future summer sessions as needed. Coordinate with Undergraduate Biology for BIO course teaching assignments and to coordinate course settings, appropriate TA assignments, and to synchronize co-scheduled BIO/BEE joint courses for UG/MA programs.
    • Help to prepare and administer graduate exams for student progress by providing reports of student records and progress at meetings, distributing coded prelim exam answers for final grading, coordinating with faculty and Graduate Program Director for grade arbitration, and to complete or coordinate forms to graduate school to report student progress or advancement to candidacy.
    • Recruit, approve and supervise graduate or undergraduate student Federal Work Study positions employed in the department.
    • Administer graduate tuition rosters and verify information is accurate for student, standing, and amount of waiver. Maintain a local record of tuition, and coordinate planning for TORG utilization in conjunction with Graduate Program Director, Chair and ATC.
    • Design and implement new procedures to enhance communication between students, internal faculty advisors/committees and external Graduate Program members.
    • Prepare arrangements for grad student and visiting scholar visa appointments. Prepare J1 applications in consultation with faculty, Visa and Immigration Services and ATC. Coordinate and complete routine unsalaried appointments for volunteers or non-SBU student visitors.
    • Serve to announce departmental, grad school and university information deadlines/protocols to students or faculty using department contact lists or by personal follow up or phone call to ensure deadline is met.
    • Provide backup support for main office staff during periods of absence or as needed, including phones, mail, express shipments procurement support, emergency management support and meeting minutes.
    • Prepare graduate program information for department website posting while ensuring the information is up to date each semester on courses or requirements.
    • Track addresses and career histories for all BEE Graduates, by periodic email or phone communication. Provide updates to contact email list for future communication with graduate student alumni.
    • Improve lines of communication between external and internal members of the Graduate Program, as well as outside dissertation committee members.
    • Provide routine letters to document student status in programs or general activities to external agencies or to provide documentation for other SBU business areas.

Special Notes: This is a full time appointment, Monday through Friday, 9:00 a.m. to 5:00 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume to:

Walter Eanes, Professor and Chair
Department of Ecology and Evolution

650 Life Sciences Building
Stony Brook University
Stony Brook, NY 11794-5245



Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 01/17/2014, unless specifically noted otherwise in the Special Notes Section.

STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND EDUCATOR.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police

Job Category: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 01/05/2014
Additional Categories:




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