Graduate Coordinator

Louisiana State University

1d • Onsite

About The Position

This professional position is the first point of contact for the Chemistry Department's Graduate Program and serves as the assistant to the Associate Chair for Graduate Studies (ACGS). The primary responsibility of this position is the management of the Graduate Office. This position handles administrative duties at a professional level, relieves the ACGS of the details of daily office management, and requires a working knowledge of university policies and procedures, Policy Statements, travel regulations, and automated enrollment and computer information systems.

Requirements

• Bachelor's degree
• 2 years of related experience
• LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply— a degree is not required as long as the candidate meets the required years of experience specified in the job description.
• FERPA - As with all LSU employees, due to this position title and/or responsibilities, this position has an obligation to assist students in the acquisition of necessary services. Should a student appear in need of or seek assistance with issues of an emotional, behavioral, or mental health related matter they should be referred to the proper service within the Student Health Center. In situations where the student creates an impression that they are a danger to themselves or others, the advisor should immediately contact the Care Team, the Dean of Students or the appropriate law enforcement agency. The employee outside of those rights contained within FERPA should create no impression of client or patient confidentiality.
• Physical ability and eye-hand coordination necessary to use a computer/laptop/iPad; ability to sit in the same position for extended periods (3.5 to 4 hours) at a time. Ability to communicate clearly and effectively through various technology platforms through use of phone, e-mail, instant messaging (ex. Teams), virtual platforms (ex. Zoom), and direct contact with individuals.
• Proficient in the following: Academic Resource Knowledge, Enrollment Management, Admissions Processes, Student Financial Resources and University Policy.

Nice To Haves

• Professional experience in a university setting
• Experience with Workday

Responsibilities

• GRADUATE OFFICE ADMINISTRATION: Provides high-level administrative support to the Associate Chair for Graduate Studies (ACGS), directing the daily operation of the graduate student office within the Chemistry Department. Operates as a central liaison, collaborating with the College of Science, Graduate School, Registrar, Financial Aid, Bursar Operations, Sponsored Program Accounting, Payroll, and Global Engagement - to navigate all matters of graduate student affairs. Demonstrates expertise in departmental, Graduate School, and University policies, proactively monitoring regulatory updates and ensuring students receive accurate, timely guidance on critical deadlines and procedural requirements. Delivers individualized assistance to graduate students across a wide array of needs, including course registration, form completion, assistantship eligibility, and milestone tracking, thus facilitating their smooth academic progression and successful degree completion. Oversees the maintenance of graduate student records and databases, generating detailed reports that meet internal, university, state, and federal agency requirements. Utilizes various electronic LSU programs and processes to streamline administrative workflows and maintain compliance. Maintains the highest standards of confidentiality and professionalism in office management, handling communications and visitor interactions for the ACGS. Serves as the LSU CARES liaison, providing compassionate and knowledgeable support for graduate student concerns related to wellbeing and university policies. Manages and updates departmental websites, photo boards, and email listservs to ensure effective communication and community engagement. Coordinates graduate student scholarship and award processes as the primary contact, leading committee efforts and partnering with both departmental and college staff to ensure timely nominations and submissions. Provides backup support for graduate seminar events, arranging logistics for guest speakers, travel, and special meals. Engages proactively in relevant meetings and professional development trainings.
• GRADUATE RECRUITMENT/ADMISSIONS: Assists with graduate recruiting efforts and manages registration processes for incoming students. Manages and oversees the administration of the graduate program, including orientation, hiring, and onboarding activities for new graduate students. Recruitment – Responds to email, phone calls, and in-person inquiries regarding the graduate program from prospective students, offering information about admission requirements, program offerings and campus resources. Provides administrative support to the Graduate Admissions Committee for all recruitment initiatives, including preparation of materials, scheduling, and coordination of recruitment activities. Plans, organizes, and facilitates campus visits and interview days for prospective students during the admission process. Maintains recruitment materials and digital communications, ensuring university compliance. Admissions - Coordinates the admissions process in collaboration with the ACGS, Graduate Admission Committee, and Graduate School Admissions Office to ensure an effective and efficient admissions process. Develops and maintains spreadsheets to monitor application status, deadlines, and required documentation throughout the admissions cycle. Confers with committee members regarding the selection of applicants for interviews and participates in scheduling, communications, and logistics related to interview processes. Drafts, processes, and distributes acceptance and rejection notifications, as well as assistantship offer letters, to prospective students. Ensures clear and timely communication in accordance with Graduate School policies and departmental procedures. Orientation and Onboarding - Designs, organizes, and delivers orientation programs for incoming graduate students, providing essential information on academic requirements, department resources, university policies, and student support services. Facilitates the seamless transition of new students into the university community at program start, acting as a primary point of contact for questions and guidance. Manages hiring and onboarding activities for new graduate assistants, including completion of employment paperwork, verification of eligibility, guidance on teaching/research responsibilities, and introduction to departmental operations. Collaborates with faculty, staff, and campus partners to ensure that all onboarding processes are completed timely and supportive of student success. Continuously assesses and improves orientation and onboarding practices, seeking feedback from new students and implementing enhancements as needed.
• GRADUATE STUDENT EMPLOYMENT/PERSONNEL: Serves as backup to the Business Office Coordinator, supporting the processing of all personnel transactions related to graduate students within the Workday HCM system. Responsibilities include, but are not limited to, creating positions and job requisitions; managing compensation changes, hires, job changes, additional job assignments, terminations, and completing I-9 employment eligibility verification. Assists the College of Science in maintaining an up-to-date financial database tracking graduate student employment funding sources, including state, grant, and foundation allocations. Provides onboarding support to new hires, addressing payroll and other employment-related questions or concerns. Prepares and maintains an accurate list of Teaching Assistants for the Director of Undergraduate Labs. Oversees records for all fellowships and awards and coordinates professional development activities and opportunities for graduate students.
• OTHER DUTIES: Other duties as assigned by the Department Chair or Associate Chair for Graduate Studies.

Benefits

• LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!
• Positions approved to work outside the State of Louisiana shall be employed through Louisiana State University’s partner, nextSource Workforce Solutions, for Employer of Record Services including but not limited to employment, benefits, payroll, and tax compliance. Positions employed through Employer of Record Services will be offered benefits and retirement as applicable through their provider and will not be eligible for State of Louisiana benefits and retirement.

What This Job Offers

• Job Type: Full-time