Graduate Program Coordinator

Stony Brook University•Stony Brook, NY

23h

About The Position

Working closely with the Graduate Program Director(s) and the Graduate Program Manager, the incumbent 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 in a high volume, fast-paced department. 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. Program Coordination: Responsible for coordinating all aspects of the program’s academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, registration, and advising; course catalog, and grades reporting. As the primary liaison between students, internal faculty advisors/committees and external members, serve as point person and information source for all University and departmental policies and procedures relevant to the program. Student Recruitment: Assist with activities related to attracting prospective students. Registration: Coordinate the program registration procedures. Grant permissions to register students when necessary. Closely monitor course enrollment. Provide resolution to course conflicts, monitor add/drop and section changes, and perform prerequisite screening. Work with Visa and Immigration Services (VIS): Process all Curricular Practical Training (CPT) requests, Optional Practical Training (OPT) requests, Reduced Course Load (RCL) requests, Leave-of-Absense (LOA) requests, Academic Progress Reviews, using the AccessVIs portal. Ensure appropriate course registration associated with these various requests. Advising: Provide support to current students in individual and group settings as needed for the program, and communicate on a regular basis about courses, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines. Act as liaison between students and Professors/Program Directors. Monitor the progress of students toward degree completion, and perform related administrative, academic advisory, and editorial duties. Resolve problems with missing or incorrect grades on transcripts;. Send notification to students and on-line clearance of graduation candidates. Ensure students complete degree requirements and current university policies and deadlines are met. Program Support: Work closely with the Program Directors and Graduate Program Manager, as well as faculty to improve the administration of the Masters and Doctoral Programs. Provide administrative support to the Program, attend meetings as needed and assist in implementing decisions as well as coordinate any special projects as needed such as mentoring. Coordinate program degree requirements: Coordinate course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation. Coordinate new course approvals/revisions or deletions. Process Graduate School forms in accordance with the deadlines set by the Graduate School: Degree Clearances, Concentration Declarations, Dissertation Announcement, Dissertation Examination Committee Authorization, Thesis Committee Appointment, Underload Requests, etc. Assist the Program Director and Department Manager as needed, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling. Manage course syllabi, course descriptions, grade change forms, teacher evaluations, and schedule classrooms for thesis defenses and proposals (prelims). Assist with promotional material for the program (events, Orientation, website, Brightspace, marketing, etc.) and assist, as needed, with any Computer Science Program events such as recruitment, open houses, orientation week, ceremonies, commencements, and convocation. Represent the Department Program at meetings as needed. Interact with other University offices as needed, i.e. the Graduate School, Registrar’s Office, Student Accounts, and other academic departments as necessary. Program Assessment and Evaluation: Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, and program decisions. Assist with the deployment of various assessment surveys, including surveys of students, graduates, alumni, employers, and instructors. Other duties as assigned as appropriate to rank and department mission.

Requirements

Bachelor’s Degree (foreign equivalent or higher).
Two (2) years of full-time administrative experience (student experience may be considered).
Professional experience in word processing, spreadsheet management, and the following applications: Microsoft Word, Excel, Google Apps, Zoom, etc.

Nice To Haves

Master's degree (foreign equivalent or higher), higher education administration or related field.
Prior experience in a student services type setting within a higher-education/academic environment (i.e., advising, Admissions, Financial Aid, Registrar).
Additional years of full-time administrative experience (student experience may be considered).
Student academic advising experience.
Experience coordinating a Graduate and/or Undergraduate Program.
Experience working with at least two (2) of the following systems: Slate, PeopleSoft, Wolfmart, SMRT, SBU Reporting, SOLAR, AccessVIS, 25Live, and Concur.
Knowledge of SUNY policies and procedures.
Experience working with visa/immigration offices and documentation.
Event planning experience.

Responsibilities

Responsible for coordinating all aspects of the program’s academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, registration, and advising; course catalog, and grades reporting.
Assist with activities related to attracting prospective students.
Coordinate the program registration procedures.
Process all Curricular Practical Training (CPT) requests, Optional Practical Training (OPT) requests, Reduced Course Load (RCL) requests, Leave-of-Absense (LOA) requests, Academic Progress Reviews, using the AccessVIs portal.
Provide support to current students in individual and group settings as needed for the program, and communicate on a regular basis about courses, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines.
Work closely with the Program Directors and Graduate Program Manager, as well as faculty to improve the administration of the Masters and Doctoral Programs.
Coordinate course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation.
Process Graduate School forms in accordance with the deadlines set by the Graduate School
Assist the Program Director and Department Manager as needed, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling.
Manage course syllabi, course descriptions, grade change forms, teacher evaluations, and schedule classrooms for thesis defenses and proposals (prelims).
Assist with promotional material for the program (events, Orientation, website, Brightspace, marketing, etc.) and assist, as needed, with any Computer Science Program events such as recruitment, open houses, orientation week, ceremonies, commencements, and convocation.
Represent the Department Program at meetings as needed.
Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history.
Assist with the deployment of various assessment surveys, including surveys of students, graduates, alumni, employers, and instructors.
Other duties as assigned as appropriate to rank and department mission.