Graduate Program Coordinator

Stony Brook University•Town of Brookhaven, NY

1d•Onsite

About The Position

The Graduate Program Coordinator provides administrative support for three MFA programs in Creative Writing, in Film, and in Television Writing at the Manhattan Center. The Graduate Program Coordinator will coordinate all aspects of graduate admissions and recruiting; support program directors, faculty, and current students; advise and track students through degree completion; and manage on-site events and logistics. The successful candidate will have excellent written and verbal communication skills, the ability to work independently and collaboratively across multiple programs, and demonstrated comfort with university administrative systems and technology. The position requires methodically managing multiple priorities and deadlines in a fast-paced environment with attention to detail. Position requires flexibility in supporting underlying academic programs.

Requirements

Bachelor's Degree (foreign equivalent or higher).
Two (2) years of full-time administrative experience in a college or university setting.
Proficiency with Microsoft Office and Google Workspace applications.

Nice To Haves

Master's Degree (foreign equivalent or higher).
Three (3) or more years of full-time administrative experience working with graduate and/or undergraduate students and faculty in a university setting.
Demonstrated experience supporting graduate admissions, student services, or academic program coordination.
Familiarity with graduate arts programs, MFA programs, or other graduate-level academic environments.
Evidence of tracking progress using multiple data sets and systems with adherence to governing policies.
Experience with any of the following campus systems: Slate, PeopleSoft, DegreeWorks, Navigate, SBU Reporting, Concur, Zoom, Modern Campus CMS, Canva.
Knowledge of SUNY Graduate School policies and procedures, including GTA contracts and funding packages.
Experience supervising Graduate Assistants or Teaching Assistants.
Experience managing delegated email inboxes and composing clear, timely responses to student, faculty, and public queries.
Experience with website content management systems.
Experience with event planning, logistics coordination, or AV/technology support.

Responsibilities

Assist Admissions Committees and MFA Directors with recruiting and admitting new students to the Manhattan Center and other locations.
Work with MFA Directors and Marketing & Communications to place and monitor marketing campaigns, printed materials, social media, and other advertising; report on campaign results.
Coordinate recruiting events including open houses, information sessions, and virtual activities.
Working with other professionals and multiple systems track submission materials, confirm status with appropriate committees, compile files, and update committees and the Graduate School on new admits, declines, and deferrals.
Proactively communicate with applicants, admitted students, students on leave, and deferrals as well as respond to queries.
Capture and track data from inquiries, open houses, decision letters, admissions response forms, informational packets, and other communications in compliance with Graduate School guidelines.
Track Graduate Assistant lines awarded, Graduate Tuition scholarships, and all other scholarships and awards from offer letters.
Serve as the primary liaison between the graduate programs and the Graduate School.
Develop expertise in PeopleSoft, and SBU Reporting.
Track and advise current students on their progress through degree requirements in coordination with MFA Directors.
Working with other administrative professionals, assist with class scheduling, running scheduling reports, monitoring course enrollment, processing permissions, and other processes within PeopleSoft.
Advise students on registration issues, academic policies, leaves-of-absence, and change-of-status forms, including impacts on funding, in compliance with Graduate School policies and forms.
Advise program directors and faculty on student eligibility for TA appointments and additional compensation; troubleshoot GTA contract issues including parking passes, health insurance, and stipend questions.
Collaborate directly with Program Directors, the Graduate School, and Human Resources to accurately identify, record, and track graduate assistant (GA) and teaching assistant (TA) appointments for both funded and unfunded students.
In coordination with Human Resources, the incumbent is responsible for initiating and managing electronic documentation and appointments for eligible students using such systems as Docusign, WolfieOne, or other programs.
Serving as a key departmental liaison, this role consults regularly with Program Directors regarding student status, while taking ownership of ensuring that assignments, stipend amounts, Graduate Tuition Scholarships (GTS), and course underloads are reported to the Graduate School and other departments in a timely manner.
Coordinate thesis committee formation, milestone documentation, and scheduling of thesis presentations and film screenings.
Coordinate degree clearances for CWL, FLM, and TVW graduates; maintain student records; resolve grade discrepancies and transcript issues in coordination with the Registrar.
Monitor GAs, who work 4–20 hours per week in their first and second years, conduct regular check-ins and maintain ongoing communication with faculty responsible for GA assignments to ensure workloads are appropriate.
Schedule GAs for the 6–9 PM bullpen shifts and any other off-hours coverage as needed.
Provide administrative support to department senior leadership and other assigned faculty and staff.
Serve as the initial point of contact for the Manhattan Center community, answering queries in person, via phone, and by email.
Contribute to the ongoing development and refinement of center, program, and office documentation and materials.
Assist with Manhattan Center room assignments, and classroom reservations; maintain the classroom calendar and ensure classes take priority over other bookings; reset and prepare classrooms between sessions.
Assist with new faculty orientations, including introduction to Manhattan Center resources, technology, and administrative procedures.
Provide teaching resource support: troubleshoot classroom technology issues and coordinate coverage as needed.
Collect syllabi each semester and maintain organized archives.
Manage faculty office hours scheduling.
Support travel arrangements for TAs commuting to SBU Main Campus; manage distribution and maintain records.
Assist students and faculty with film permits and certificates of insurance.
Assist Manhattan Center Director with procurement.
Maintain and update program websites.
Liaise with university administrative offices as needed.
Work with Associate Chair, Manhattan Center Director, TSR Editor, and program Directors and Associate Directors to organize on-site and off-site events including the Fall Film Screening, literary launches and readings, MFA Open Houses, Master Classes, the Television Speaker Series, Script Readings, Showcase, Thesis Presentations, Orientations, Graduation celebrations, and other program events.
Manage promotions, catering, technology setup, and logistics.
Coordinate event materials including posters and programs; manage guest lists and vendor relationships.
For off-site events, assist with venue selection, contracts, and logistics.
Assist in managing participants and guest lists, coordinating speakers, overseeing reception, and handling setup and breakdown.
Other duties or projects as assigned as appropriate to rank and departmental mission.