Academic and Systems Project Coordinator, Graduate School (2624)

Idaho State University

5d•$50,000 - $53,000•Onsite

About The Position

The Academic and Systems Project Coordinator provides project coordination and administrative support for key Graduate School academic functions, including catalog management, Graduate Council administration, and thesis and dissertation processing. Reporting directly to the Graduate School Systems Analyst, this position serves as the Graduate School’s primary liaison with the Registrar’s Office and works closely with academic departments, faculty, and graduate leadership to ensure accuracy, compliance, and timely completion of academic processes. This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Requirements

Bachelor’s degree or an equivalent combination of education and relevant professional experience.
At least one (1) year of experience providing administrative or project coordination support in a higher education or similarly complex organization.
Demonstrated ability to manage multiple processes, deadlines, and stakeholders with a high level of accuracy and attention to detail.
Strong written and verbal communication skills, including the ability to prepare agendas, minutes, and formal documentation.
Experience tracking approvals, managing workflows, and maintaining records or documentation.
Ability to work collaboratively with faculty, staff, and academic leadership.
Strong organizational and time-management skills, with the ability to prioritize competing demands.
Proficiency with standard office software and collaboration tools (e.g., Microsoft Office, Google Workspace).

Nice To Haves

Experience working in a Graduate School, Registrar’s Office, or academic affairs environment.
Familiarity with academic catalog management, curriculum approval processes, or governance structures.
Experience supporting faculty committees, councils, or shared governance bodies.
Knowledge of thesis and dissertation submission processes and academic policy compliance.
Experience serving as a liaison between academic departments and central administrative offices.
Familiarity with student information systems, catalog management systems, or document management platforms.
Demonstrated interest in process improvement, systems coordination, or workflow optimization.
Experience supporting academic records or policy-related initiatives.

Responsibilities

Manage publication of the Graduate Catalog.
Direct, maintain, and update academic catalog content in coordination with academic departments and institutional leadership.
Ensure accuracy, consistency, and timely publication of catalog revisions.
Track catalog change requests and manage associated review and approval workflows.
Serve as the primary administrative support for the Graduate Council.
Coordinate meeting schedules; prepare agendas; distribute materials; and record meeting minutes.
Track proposals, policy updates, and action items to ensure timely follow-through.
Act as a liaison between faculty, staff, and graduate leadership.
Assist with student records management across admissions, enrollment, and graduation processes.
Utilize, maintain, and test systems and applications including Banner, admissions platforms, DocuSign, project management tools, and auxiliary software.
Support troubleshooting, workflow improvements, and system updates in collaboration with IT and campus partners.
Monitor completion rates and ensure forms and processes follow established approval paths.
Manage advertising-related data, tracking, and reporting to support recruitment and marketing strategies.
Organize and maintain advertising records, timelines, and performance metrics.
Assist in planning and coordinating advertising efforts in collaboration with marketing and academic program teams.
Run and manage weekly enrollment reports.
Manage the publication of theses and dissertations in collaboration with campus partner (Proquest/ Library).
Ensure adherence to academic policies, deadlines, and documentation requirements.
Support process improvements related to academic systems and workflows.