Operations and Graduate Student Support Project Coordinator, Graduate School (3845)

Idaho State University

6d•Onsite

About The Position

The Operations and Graduate Student Support Project Coordinator supports key operational functions within the Graduate School through project coordination and administrative leadership. Responsibilities include overseeing thesis and dissertation editorial support, helping to coordinate student events, administering student awards and recognition programs, assisting with Graduate School communications, and managing executive-level office operations. This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Requirements

Master’s Degree in communications, education, marketing, or related field.
At least three (3) years of experience in administrative support, project coordination, or operational support in a higher education or similarly complex organization.
Demonstrated ability to manage multiple projects, deadlines, and priorities with accuracy and attention to detail.
Experience working with enterprise systems, databases, or workflow tools such as student information systems, document management platforms, or project management software.
Strong analytical, organizational, and problem-solving skills.
Effective written and verbal communication skills, including the ability to coordinate across departments and communicate with senior leadership.
Ability to handle sensitive and confidential information with professionalism, sound judgement, and discretion.
Proficiency with common office and collaboration tools, such as Microsoft Office and Google Workspace.

Nice To Haves

Experience working in a Graduate School, Registrar’s Office, or similar higher education setting.
Knowledge of academic policies and processes related to graduation, degree clearance, and thesis/dissertation requirements.
Familiarity with student information systems such as Banner and related admissions or records management platforms.
Familiarity with electronic forms, approval workflows and systems such as DocuSign.
Experience supporting student awards, scholarships, or funding-related processes.
Experience providing high-level administrative or executive support.
Interest or experience in process improvement, workflow optimization, or systems testing initiatives.

Responsibilities

Provide editorial review for student manuscripts to ensure compliance with university formatting and submission standards; coordinate with faculty advisors and the Graduate School as needed.
Support planning and execution of student‑focused events such as orientations, workshops, award ceremonies, and research showcases; manage logistics, communication, and on‑site coordination.
Develop and distribute newsletters, announcements, and email communications to students and faculty; maintain consistent messaging and ensure timely dissemination of information internal and externally.
Oversee application intake, review processes, award notifications, and reimbursement coordination for student travel funding; maintain accurate records and budget tracking.
Provide high‑level administrative support to the Dean and Director, including scheduling, meeting preparation, document drafting, student worker oversight, and budgeting and finance support (i.e., purchasing, travel authorizations, invoice processing related to key responsibilities).