Graduate Program Coordinator, Mathematics, Philosophy, and Physics

Chapman University Careers•Irvine, CA

10d

About The Position

The Schmid College of Science and Technology seeks a highly motivated coordinator for its graduate program in Mathematics, Philosophy, and Physics (MPP). Working closely with the program director, college leadership, and campus partners, the coordinator provides administrative support across the student lifecycle, from recruitment and admission through advising and graduation. The role supports outreach, orientation, academic programming, and student success; helps meet enrollment goals; and evaluates the program’s continued success. The coordinator also collaborates with existing graduate programs in Schmid College and must be proactive, self-directed, and able to execute projects independently and as part of a team. The coordinator supports recruitment, admissions, registration, student and program operations, communications, events, records, and financial administration. The position serves as a primary contact for current students and helps connect them with appropriate campus resources. It also collects and reports program data, coordinates with university offices, and supports faculty and students throughout their participation in the program.

Requirements

Bachelor’s degree from an accredited institution of higher education, or an equivalent combination of education and experience.
A minimum of two years of related work experience in administrative support, program coordination, or student support.
Strong interpersonal and communication skills and the ability to work collaboratively with students, faculty, staff, and campus partners from different backgrounds.
Writing skills to prepare clear, concise, grammatically correct business correspondence, along with strong editing and proofreading skills.
Strong technical skills and the ability to learn and use enterprise systems for tracking budgets, maintaining class schedules, processing contracts, and maintaining admissions records.
Ability to maintain the confidentiality of student records and apply federal and state FERPA and Information Privacy Act regulations.
Ability to prioritize duties amid interruptions, distractions, and fluctuating workloads; exercise good judgment; and complete tasks in a timely manner.
Demonstrated organizational skills, including the ability to prioritize multiple projects and maintain composure and a positive attitude while multitasking.
Ability to schedule and coordinate meeting and event logistics, including catering, room reservations, and setup.
Strong working knowledge of the MS Office Suite.
Ability to solve problems and find creative solutions in a fast-paced, student-centered environment.

Responsibilities

Serve as a liaison to the Office of Graduate Admission, Graduate Financial Aid, Registrar, and Office of the Vice Provost for Graduate Education.
Provide administrative support for annual updates to the MPP graduate handbook, materials, recruitment, and admission.
Support recruitment by seeking prospective students, tracking inquiries, and addressing them.
Track application materials, review them for completeness, coordinate final reviews with the admissions committee, and communicate admission decisions in coordination with the Office of Graduate Admission.
Support information sessions, conferences, and graduate fairs.
Track scholarships, tuition support, and assistantships; prepare reports and apprise the director of their status.
Serve as a primary point of contact for current students, provide guidance on program policies, procedures, and requirements from admission through graduation, respond to questions and concerns, and refer students to campus resources as appropriate.
Monitor student compliance with program requirements and track progress toward degree completion.
Collect data, summarize information, and prepare reports for accreditation, assessment, program review, and updates to program requirements; monitor recruit, retain, progress, and complete (R2PC) data and report it to the Office of the Vice Provost for Graduate Education.
Prepare and maintain class schedules, textbook requirements, syllabi, part-time faculty contracts, catalog copy, and handbooks in collaboration with the Program Director.
Coordinate logistics for orientation, seminars, guest speakers, receptions, networking opportunities, and other program events and activities; prepare and process speaker agreements and related contracts.
Partner with the program director, leadership, and campus partners to identify student needs and establish support resources.
Participate in and represent Schmid in university committees, programs, and events on and off campus.
Orient new faculty and students to the program and university.
Coordinate accurate student, alumni, and faculty records, including placement, degree progress, and demographic information.
Monitor program expenditures and provide financial reports to the Program Director.
Prepare purchase orders and student expense reimbursements on behalf of the director, students, and faculty, ensuring compliance with university policy.
Coordinate communications to students, faculty, the Dean’s Office, and the Chapman community through Canvas, web, email, print, and verbal channels.