Graduate Student Services Coordinator – HigherEdJobs

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Department: 131301 – Sci, Tech, Engr & Math (STEM)

Location: Raleigh, NC

Essential Job Duties:
Serve as the principal administrative liaison between graduate students, graduate programs, the Directors of Graduate Programs, and the Graduate School. This position manages student information, applicant tracking, and all graduate student records for the department. It oversees the processing and submission of graduate admission applications, ensures adherence to Graduate School deadlines, and assists with necessary documentation and approvals. The role also includes maintaining accurate and secure graduate student files, scheduling courses, and providing exemplary customer service to administrators, faculty, and students.

Additionally, the position supports the Department Head with administrative tasks, data collection and organization, financial tracking, and management of faculty files, including those related to tenure and promotion.

Duties and Responsibilities:
Principal administrative liaison between the graduate student, the graduate program, the Directors of Graduate Programs and the Graduate School:

• Processes graduate admission applications, collects all necessary documents
• Processes graduate admission applications, collects all necessary documents and submits materials and recommendations to the Graduate School. Notifies students regarding crucial Graduate School deadlines. Assists students and Directors of Graduate Programs in preparing and forwarding to the Graduate School requests for leaves of absence.
• Responsible for maintaining all graduate student files in accurate, up-to-date and secure fashion while adhering to established procedures. Individual oversees and maintains syllabi records each semester.
• Serves as liaison between the department/college and University scheduling office. Duties involve scheduling of courses each semester, requesting room reservations, making changes to course data after publication and communicating course cancellations.
• Delivering excellent customer service to administrators, faculty and students serving as the first point of contact for the Department.

Administrative support for Department Head

• Liaison for Department with College Human Resources Unit and Financial Unit. Collects and submits all departmental hiring requests via the departmental request workbook.
• Provides office management for Department Head ensuring appropriate presentation and hospitality for guests, supplies management and scheduling coordination with CED colleagues to ensure appropriate daily coverage.
• Provides support for tenure and promotion process for the department; uploads dossiers and works with faculty and department head to ensure all dossiers are complete.
• Maintains all department academic faculty files making sure files are accurate and include Statements of Expectations, Vitaes, Plans for Professional Development and dossiers.
• Gather and analyze data related to STEM teaching efforts, including enrollment trends, faculty expertise, course offerings, and student success metrics.

Note: This position requires an on campus presence to effectively perform the essential duties of the position. As such, employees must reside within a commutable distance and must report to campus to perform certain work-related tasks as a condition of employment.

Other Work/Responsibilities:
Other assignment as necessary.

Minimum Experience/Education:
Bachelor’s degree; or an equivalent combination of training and experience.

All degrees must be received from appropriately accredited institutions.

Required Qualifications:

• Strong organizational skills as well as excellent verbal and writing skills,
• Proficient in technology skills including Google applications and Microsoft Office applications.
• Work independently as well as in a team environment.
• Strong organizational and prioritization skills.
• Strong problem solving skills
• Attention to detail and accuracy.
• Excellent written and verbal skills.

Preferred Qualifications:

• Administrative/office management experience.
• Previous administrative experience in higher education.
• Previous experience in NC State specific systems of PeopleSoft, SIS, SLATE.

Required license or certification:

Position Number: 00042862

AA/EEO Statement:
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.