Graduate Studies Coordinator

Job Summary

Reporting to the Associate Dean for Inclusive Student Success, College of Graduate Studies, the Coordinator provides administrative and clerical support to the College of Graduate Studies (CGS) unit as a whole. The position is responsible for coordinating the Dean’s office, overseeing thesis and scholarship processing, overseeing Student Assistants, overseeing the processing of student petitions, maintaining data for projects and reports, scheduling and coordinating meetings and events, managing calendars, and maintaining office filing systems.

Additionally, the position contributes to website creation and maintenance and provides support for CGS programming. The position assures quality in front-line reception to ensure a responsive environment for SJSU students, staff, and faculty.

• Office Coordinator, answer phones, greets students, faculty and staff and provide up-to date, correct information about CGS and its programs.
• Serve as work lead for CGS Student Assistants, which includes assigning work, overseeing scheduling and time cards, and participating in hiring and training.
• Oversee thesis processing: intake/process theses, serve as liaison between students and relevant offices, manage Pro Quest, advise students on thesis process, support AD as needed, update deadlines.
• Oversee CGS scholarships: intake and route applications, maintain records, answer student/faculty questions, advertising, update website deadlines.
• Oversee graduate student petition flow: perform preliminary screening, monitor routing, contact ADs with any issues.
• Maintain various databases (e.g. student petitions, theses, and scholarship applications).
• Apply academic policies and procedures relating to graduate education at SJSU.
• Provide office support for the Associate Deans and Graduate Studies Associate and assist with projects when needed.
• Schedule appointments and manage calendars as needed for Associate Deans.
• Update and assist in the maintenance of the CGS website.
• Provide support for Graduate Studies and Research committee:
  Attend meetings and take minutes.
• Coordinate with the CGS project manager to assist with internal and external events, providing logistical support and serving as liaison when needed.
• Assist with the planning and coordination of all Graduate Studies meetings (Just in Time trainings, All Hands, Graduate Program Coordinator meetings, Dean’s meetings) and events, including design and mailing of flyers and/or invitations, equipment rental, room reservations, RSVP processing, and on-site event set-up and assistance.

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
• Thorough mastery of methods, procedures and practices;
  English grammar, business writing, punctuation and spelling
• Ability to compose and appropriately format correspondence and reports
• Ability to work independently and handle multiple work priorities, organize and plan work and projects
• Ability to know or quickly learn and use the Student Data Warehouse, and People Soft (CMS) for student modules and financial modules
• Working knowledge of office systems and ability to use a broader range of technology, systems and packages. This includes Office Suite, OU Campus, Adobe products, etc.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations
• Must possess excellent customer service and public relations skills

• Completion of high school program, technical/vocational program, or their equivalents
• Three years of related office work experience

• Bachelor’s…