Graduate Program Coordinator I or II

Graduate Program Coordinator I Or II

The College of Arts & Sciences at Utah State University invites applications for a Graduate Program Coordinator I or II to support and enhance our dynamic graduate programs for the departments of Physics and History, Cultures & Ideas. This role is ideal for an organized, student-focused professional who thrives in a collaborative academic environment and is passionate about supporting graduate student success.

The Graduate Program Coordinator I provides administrative and program support for graduate programs within a college or department. Under general supervision, this position serves as a primary advisor and key point of contact for prospective and current graduate students. Provides guidance on academic planning, enrollment, and institutional policies. Delivers support while interpreting complex requirements related to registration, degree progress, and graduation.

Assists with scheduling and communication with students and faculty. Work includes routine, procedural tasks that support smooth daily operations of graduate programs.

Student Communication & Advising (50% of time)

• Serve as the primary advisor and point of contact for prospective and current graduate students, independently addressing complex academic, enrollment, and policy-related issues.
• Respond to student questions accurately, professionally, and promptly; refer to appropriate campus resources.
• Provide high-level academic advising and guidance regarding registration, degree planning, graduate forms, deadlines, and graduation requirements, exercising discretion in student-specific guidance.
• Conduct annual individualized progress reviews to assess academic standing, identify barriers, and develop support strategies.
• Interpret and apply academic, financial, and enrollment policies to individual student circumstances while ensuring FERPA compliance and confidentiality.
• Evaluate student needs and implement proactive, student-centered solutions to support persistence and timely degree completion.

Admissions, Recruitment & Events (30% of time)

• Coordinate graduate admissions workflows, including application review coordination, student evaluation processes, and admissions decision tracking. Maintain the process, making sure everyone is on track, deadlines are met, and information flows correctly.
• Serve as a key communicator with applicants and admitted students, providing professional guidance throughout the admissions process.
• Strategically plan and lead recruitment and yield initiatives, including in-person and virtual events, orientations, and admitted-student outreach.
• Develop, maintain, and enhance program communications, marketing content, and promotional material to support enrollment goals.
• Lead new student orientation and major program events using independent judgement in planning, content development, and execution.

Academic Progress & Student Records (10% of time)

• Oversee the comprehensive tracking of student academic progress through degree completion while coordinating the planning, logistics, and execution of commencement ceremonies.
• Maintain authoritative student records and databases, ensuring accuracy, compliance, and data integrity.
• Collect, analyze, and interpret student and program data to inform assessment, reporting, and continuous improvement areas.
• Collaborate with faculty to coordinate advising assignments, clarify policies, and resolve academic concerns.

Program Administration & Policy (10% of time)

• Interpret and apply Graduate School and departmental policies to routine cases.
• Ensure program websites, handbooks, procedural guides, and internal documentation are current, accurate, and aligned with institutional standards.
• Assist in monitoring program budgets, scholarships, and graduate assistantship records.
• Support coordination of faculty meetings, retreats, or program initiatives.

Relational Support

• Build positive relationships with students and faculty, fostering a supportive and inclusive environment.
• Respond to inquiries with professionalism, empathy, and solution-oriented communication.
• Promote program engagement by assisting with student events and communication strategies.

Accountabilities

• Accuracy of data entry and record maintenance.
• Timely communication and support for students and faculty.
• Compliance with departmental and Graduate School procedures.
• Participate in GPC meetings and trainings, contributing to the continuous improvement of graduate program coordination across the college.

Authorities

• Authorized to provide routine program information and process standard forms with oversight.
• Recommend procedural improvements to department leadership.

Minimum Qualifications

• Level I:
  Bachelor's degree or equivalent combination of education and experience. Up to one (1) year of relevant experience in an administrative or academic setting.
• Level II:
  Bachelor's degree or equivalent combination of education and experience. Three (3) years of relevant work experience.

Preferred…