Graduate Programs Operations Specialist

Graduate Programs Operations Specialist

The Graduate Programs Operations Specialist provides comprehensive support for the day-to-day operations, strategic growth, and compliance needs of the academic programs in the Liffrig Family School of Education and Behavioral Sciences with the primary focus on the school’s Graduate Education, Counseling and Social Work Programs. This role ensures smooth coordination across enrollment management, accreditation compliance, grant‑funded initiatives, program evaluation, faculty support, and student services.

The Specialist is central to advancing program goals, maintaining accreditation standards, and supporting faculty and leadership in meeting the evolving demands of our graduate counseling and social work programs. This is a 12‑month in‑person position.

All faculty are expected to demonstrate a willingness to support and advance the Christian, Catholic, and Benedictine mission and identity of the University of Mary (see https://(Use the "Apply for this Job" box below).).

• Facilitates communication within internal and external constituents at the student, department or program, school, university, and community levels.
• Provides administrative support for student program admission, clinical placements, curriculum, and program assessment.
• Maintains and distributes updated versions of policy and procedure manuals, including faculty, student, admissions, clinical, operational policies, student handbooks, and website.
• Coordinate scheduling, enrollment tracking, and course/section management to maintain compliance with faculty-to-student ratios (e.g., CACREP 12:1).
• Support program leadership in forecasting enrollment capacity and aligning admission targets with projected graduation rates and attrition trends.
• Prepare internal and external reports related to program performance, enrollment data, and compliance.
• Prepare and submit practicum and internship supervisor contracts and requisitions.
• Manage communication systems for student, faculty, and administrative correspondence, ensuring consistency and record‑keeping.
• Assist with preparation of program specific accreditation self‑studies, mid‑cycle reviews, substantive change reports, and annual reports.
• Collaborate with faculty to collect, analyze, and document assessment data.
• Coordinate onboarding, scheduling, and administrative support for graduate faculty.
• Maintain databases for student directory, enrollment, graduation timelines, and withdrawals.
• Assist with program events, orientations, and information sessions.
• Serve as an operations liaison for externally funded projects and grants.
• Serve as an adjunct coordinator to include onboarding, training, textbook access, and connection with master course builders.
• Arranges faculty travel and conference registrations and processes all forms and reimbursements. Maintains office supplies. Attends all program meetings and takes minutes.

• Bachelor’s degree is required, with a preference for a Master’s degree.
• Upholds and supports the Christian, Catholic, Benedictine mission of the University of Mary.
• Supports the ongoing implementation of Ex Corde Ecclesiae, the apostolic constitution on Catholic colleges and universities.
• Builds a culture of ready and earnest hospitality in the School of Education and Behavioral Science and throughout the university, in accord with Saint Benedict’s admonition that all be received as Christ.

The University of Mary is a private, Christian, Catholic, Benedictine university that welcomes students of all faiths and backgrounds. Infusing Benedictine values throughout the educational experience, Mary offers distinguished, professionally‑focused academic programs enlivened by the liberal arts, global and civic service, robust internships, and mentoring by respected faculty. As one of the most affordable private universities in the nation, Mary offers exceptional educational value as well as outstanding scholarship and financial aid opportunities.

The University of Mary is accredited by the Higher Learning Commission of the North Central Association.

For more information on the University of Mary, please watch a short video by clicking on this link:

Review of application materials will begin immediately. Position will remain open until filled.

Equal Opportunity Employer