Graduate Program Assistant - Department of Chemistry

Graduate Program Assistant - Department of Chemistry

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Under direction of the Graduate Program Coordinator, the Graduate Program Assistant serves as official departmental representative for all graduate admissions matters and implements outreach efforts for graduate student engagement and retention.

• Evaluates large volume of applications to Chemistry Graduate Program.
• Conduct initial review of applications, calculate and convert GPAs, and determine if applicants meet departmental and university application requirements.
• Annotates applicant files for Admissions Committee’s final consideration regarding offers to prospective students.
• Prepares offer letters and other official admissions related communications, to be distributed to prospective students, faculty, and staff.
• Coordinates appropriate levels of financial support with authorized staff and notify applicants of formal offers.
• Processes student acceptances, transfers, deferrals, program changes, application rejections and offer declinations.
• Serves as designated contact for graduate student group purchase needs, ensuring adherence to approved budgets. Assists Associate Director with student support budget analysis.
• Coordinates student travel awards, including funding, travel reservations, conference registrations and expense reimbursements.
• Coordinates with Associate Director to establish guidelines for recruiting expenditures. Initiates entry of graduate fellowship payment requests and tracks to ensure completion.
• Develops and implements graduate student outreach initiatives for community building and retention efforts.
• Coordinates and attends graduate program events. Includes student orientations, student appreciation weeks and various special gatherings throughout the year to promote engagement and foster connections.
• Provide authoritative information to applicants and prospective students via phone, email and website updates regarding admissions requirements.
• Provide university resources for housing, facilities, activities, and financial matters.
• Serves as staff liaison to the Graduate Admissions Committee.
• Advises Committee Chair of admissions policies, deadlines, and financial guidelines.
• Track and report admissions, statistics for consideration by Committee Chair and Department Head.
• Facilitate Chemistry Graduate Admissions Committee meetings. Prepare and present materials such as: fiscal and statistical reports, and other ad hoc requests for various internal and external stakeholders.
• Attend relevant meetings and trainings. Other duties as assigned, to further the mission of the Department.

• Bachelor’s degree
• One year of work experience in academic programs, administrative support, customer service, or closely related field.

• Ability to exercise initiative, confidentiality, discretion and sound judgment.
• Effective time management and organizational skills.
• Ability to establish and maintain professional and cooperative relationship with faculty, staff and students.
• Commitment to creating an inclusive environment.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Knowledge of basic math and its application, as needed
• Skill in communicating accurately and effectively for the needs of faculty, staff, students and visitors.
• Ability and initiative to pursue relevant training.

This is a 100% full-time Civil Service 5001 - Program Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline. The collective bargaining agreement sets a range of $42,802.50 to $63,648.00 for this classification. The budgeted salary…