Graduate Program Coordinator

Stony Brook University•Stony Brook, NY

2d•Onsite

About The Position

Working closely with the Program Director for Data Science (DAS), the DAS Graduate Program Coordinator will share responsibility for maintaining the overall academic integrity, quality and viability of the Masters and Doctoral Programs. The incumbent is responsible for providing continuous comprehensive assistance to graduate students from matriculation to graduation as per program guidelines. The successful incumbent will have excellent interpersonal skills, exercising strong organizational skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. The successful incumbent should be comfortable interacting with individuals at various levels within an institution as well as the general public whenever necessary.

Requirements

Bachelor’s Degree (foreign equivalent or higher).
Two (2) years of full-time administrative experience (student experience may be considered).
Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...)

Nice To Haves

Experience in a student services type setting within a higher education/academic environment (i.e. advising, Admissions, Financial Aid, Registrar, Counseling).
Additional years of full-time administrative experience (3+).
Student academic advising experience.
Experience coordinating a Graduate and/or Undergraduate Program.
Experience working with one, preferably more than one, of the following systems: Slate, PeopleSoft, Oracle, Wolfmart, SBU Reporting, SOLAR, AccessVIS, 25Live, etc.
Experience with Research Foundation/SUNY policies and procedures.
Experience working with visa/immigration paperwork.
Event planning experience.

Responsibilities

Coordinating all aspects of the program’s academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, admissions, registration, financial support and advising; course catalog, department brochures, and grades reporting.
Serving as the primary liaison between students, internal faculty advisors/committees and external members, and acting as the point person and information source for all University and departmental policies and procedures relevant to the program.
Assisting with activities related to attracting prospective students and working in conjunction with the Program Director to design new methods to advertise and promote the program.
Coordinating the programs admissions process, including but not limited to, applications, offer letters, committee decisions, etc.
Coordinating the program registration procedures.
Partnering with Visa and Immigration Services regarding Visa appointments and processing.
Overriding permissions to register students, when necessary.
Closely monitoring course enrollment.
Providing resolution to course conflicts, monitoring add/drop and section changes, and performing prerequisite screening.
Communicating on a regular basis about courses, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines.
Acting as liaison between student and Professors/Program Director.
Monitoring the progress of students toward degree completion, and performing related administrative, academic advisory, and editorial duties.
Resolving problems with missing or incorrect grades on transcripts; removing advising holds.
Sending notification to students and online clearance of graduation candidates.
Ensuring students complete degree requirements and current university policies and deadlines are met.
Partnering with Program Director, Department Chair, Faculty, and department staff to prepare and process all paperwork for graduate student financial support from all funding sources.
Working closely with human resources to ensure appointment and benefit stability.
Assisting with spreadsheet and budget maintenance for graduate tuition scholarships, monthly rosters, and compliance with HR record management policies.
Improving the administration of the Masters and Doctoral Programs in collaboration with the DAS Program Director, faculty and Department Manager.
Providing administrative support to the Program, attending meetings and assisting in implementing decisions as well as coordinating any special projects.
Coordinating course substitutions, transfer course/credit evaluations and course registration permissions; reviewing and forwarding to the appropriate professor with applicable supporting documentation.
Coordinating new course approvals/revisions or deletions.
Assisting the DAS Program Director and Department Manager, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling.
Managing course syllabi, course descriptions, grade change forms, teacher evaluations, and scheduling classrooms for defenses and prelims.
Managing promotional material for the program (events, Orientation, website, Brightspace, marketing, etc.) and assisting with any DAS Program events such as recruitment, orientation week, ceremonies and convocation.
Representing the DAS Program at meetings as needed.
Interacting with other University offices, e.g the Graduate School, Dean’s Office, Registrar’s Office, Student Accounts, VIS, and other academic departments as necessary.
Keeping accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history.
Providing reports, tuition rosters, and statistics, as needed, in support of program data, and program decisions.
Overseeing deployment of various assessment surveys, including surveys of students, graduates, alumni, employers, and instructors.
Performing other duties or projects as assigned as appropriate to rank and department missions such as providing back-up support for additional areas of the program or the main office.