Graduate Program Coordinator

Chapman University Careers•Irvine, CA

2d•Onsite

About The Position

This position will provide a broad range of high-level administrative services for School of Communication PhD and MS programs. Working with the Graduate Program Director, Dean, Asst Deans, faculty and staff, plan, coordinate and oversee day-to-day program operational activities. Perform other duties as assigned. Chapman University’s mission is centered on serving our students and strengthening our campus community. Chapman believes there is significant value in an in-person workforce. Being present fosters collaboration, strengthens relationships across departments, enables us to better serve our co-workers and contributes to the student experience. It is an important part of the culture that makes Chapman a special place to work and learn.

Requirements

Bachelor’s degree or equivalent combination in education and experience.
2-3 years of related working experience
Demonstrated effective oral and written communication skills.
Strong organizational skills
Proven ability to exercise independent thinking and judgment to carry out duties in a timely manner.
Ability to exercise initiative and work independently and as a team member.
Experience in providing administrative support in a professional office.
Demonstrated ability to use tact and diplomacy and to maintain a high level of confidentiality.
Proven ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload.
Proficient knowledge and skill in Microsoft Office Suite applications.
Ability to learn in-house software

Responsibilities

Coordinate and provide administrative assistance to the School of Communication graduate programs, faculty, and students
Work collaboratively with the Graduate Program Director, Asst Deans, and Undergraduate Program Coordinator in development of class schedules, taking faculty load into account; input and maintain class schedules.
Collaborate with Graduate Director/Chair on semester course scheduling and assist with graduate student registration process and orientation
Assist the Graduate Program Director with student enrollment, Assigning Advisors in PeopleSoft, and Permission Numbers.
Assist the Graduate Program Director with graduate student registration process and orientation
Work collaboratively with faculty in reviewing, editing, and processing graduate course and catalog changes annually.
Assist Faculty and Undergraduate Program Coordinator with hiring, and managing on-boarding, of new full-time and part-time faculty
Generate graduate faculty contracts
Coordinate with SMC for graduate program advertising
Manage purchasing, ordering and reimbursements for Graduate program specific needs
Coordinate room needs for Graduate program faculty and staff
Serve as liaison with the Office of Graduate Admissions and the Office of Graduate Education
Manage the hiring process for SOC graduate students (GShip); generate GSI (Graduate Student Instructor) contracts and GRA (Grad Research Assistant) paperwork, interfacing with VPGE (Vice Provost for Graduate Education) and HR as necessary and troubleshooting any problems
Work collaboratively with the Graduate Director/Chair and faculty to manage graduate student thesis projects, completion of forms, faculty committee members, thesis defenses, degree completion protocols
Assist with MS and PhD admission process and recruiting (Tracking admissions applications, coordinating information sessions, and communicating with applicants and potential applicants.)
Review SOC graduate student scholarly and creative activity, grant awards, routing student applications to appropriate faculty and assuring timely review submission
Assist MS and PhD students with travel for university business needs
Manage payments, reimbursements, etc. for Grad faculty and students
Disseminate program information and respond to inquiries from prospective students
Work with current graduate students to answer program-related questions and concerns
Serve as college staff rep for the university-wide events for graduate students
As a member of the college staff team, assist with college-wide and department activities
Serve as backup to other support positions as needed