Graduate Program Coordinator

About the Job

The Graduate Program Coordinator (GPC) serves in a key position of graduate program leadership, having a direct impact on graduate student recruitment, admissions, matriculation, student degree progress, program completion, graduation, and quality of graduate student and graduate faculty experience. The GPC provides primary programmatic and operational support for the Experimental and Clinical Pharmacology (ECP) MS and PhD programs serving approximately 25 graduate students.

This position works closely with the Director of Graduate Studies (DGS) and Associate Director of Graduate Studies (ADGS) to manage the program, ensuring systems are in place to deliver consistent and efficient services, including developing and supporting a welcoming environment for students from a variety of different backgrounds. The position also manages curriculum and financial reporting, as well as general department administrative support.

This position is a key member of the department administrative team and reports to the ECP administrative manager with a matrixed reporting line to the Director of Graduate Studies.

75% ECP Graduate Program Administration

• Student Services
  • Provides primary program support for approximately 30 graduate students in the Experimental and Clinical Pharmacology PhD and MS programs; responds to program inquiries, including policy and procedure questions.
  • Monitors student degree progress and applicable deadlines and milestones to ensure that students continue to advance in their academic progress; alerts DGS to issues/concerns as they arise and offers potential solutions.
  • Advises current and prospective students on program requirements, milestones and planning strategies, including how course selections interact with milestone requirements and degree completion procedures.
  • Coordinates the onboarding and orientation process for incoming students.
  • Maintains student records, monitors milestones, and tracks progress in GPAS and People Soft.
  • Investigates and troubleshoots student account/billing discrepancies.
• Program Management
  • Review graduate registration exceptions. Initiate changes such as advisor assignment and/or adding a minor or plan type to the student's record following approval by the DGS. Process exam results, review/approve holds, exceptions, schedule courses, oversee registration, and provide policy background for course development. Submits and tracks proposals in Course Dog for new/updated coursework and curricula. Submits course catalog updates in Course Dog.
    
    Generates permission numbers for graduate courses as needed and maintains student records.
  • Request classroom scheduling.
  • Acts as program subject matter expert in systems such as SLATE, People Soft Campus Solutions, Workflow Gen, MyU, Reporting Center, GPAS, Course Dog.
  • Respond to issues in any aspect of the program (e.g., distant committee members; find room for public defense and committee meeting; advertise public defense; Plan PhD/MS defense recognition celebration).
  • Add and maintain courses and degree plans in University course management and degree program management software.
  • Maintain records, monitor and produce reports on student degree progress, keep students informed of Graduate School/University policies and deadlines.
  • Regularly attend meetings regarding graduate education (e.g., GPCN, CoP GCP monthly meetings and other meetings called) for continued professional training, policy updates, and best practices.
  • Prepare graduate program data for various reporting:
    Associate Dean for Graduate Education report, ECP end of the academic year event, ECP annual report, ECP State of the Dept.
  • Maintain student handbook and graduate faculty handbook, develop ECP graduate program procedures as requested and reviewed by DGS.
  • Plans and coordinates graduate program events as necessary.
  • Coordinate course schedules, such as curriculum update, graduate faculty, graduate student orientation, hooding ceremony, etc.
  • Monitor and request updates of ECP graduate program web pages with support of ECP staff and CoP communications staff.
  • Coordinate administrative aspects of ECP seminars including food ordering, schedule distribution, promotion of weekly seminar, etc.
  • Respond to requests from prospective and current students and faculty in a timely manner.
• Coordinate Graduate Student Admissions
  • Schedules and facilitates grad admissions committee meetings, trains and supports committee members throughout application review, interview, decision notification, and recruitment process.
  • Manages the application lifecycle in digital application system.
  • Guide admitted students from acceptance to arrival on campus, including creation and distribution of admittance letters, organizing admissions materials and notifying students, organizing and supporting prospective graduate student campus visits (including visit day arrangements and reimbursements as needed).
  • Attends annual Admissions Updates provided by the Graduate Office of Admissions to…