Student Operations Coordinator - Department of Psychology

West Virginia University • West Virginia, WV

5d • Hybrid

About The Position

The Department of Psychology in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for a Student Operations Coordinator. The Departmental Student Operations Coordinator serves as the primary administrative support for the Psychology Undergraduate and Graduate Training Committees and front-desk operations. This role independently manages complex workflows, student records, and accreditation-related documentation for a department comprising over 1400 undergraduate students (inclusive of Psychology and Neuroscience majors and minors), 65–80 graduate students, 28 faculty, and multiple staff. The Coordinator ensures efficient operations, supports academic advising and mentoring, and facilitates compliance with university and accreditation standards.

Requirements

• Associate’s degree in business administration, higher education, psychology, or related field.
• A minimum of two (2) years of experience involving: Experience in an administrative office setting.
• Demonstrated experience in data analysis, report preparation, or process improvement.
• Experience with enterprise systems (like Banner, DegreeWorks, Navigate, or similar) preferred.
• Experience with customer service.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Excellent organizational and time-management skills with the ability to balance multiple priorities in a fast-paced academic environment
• Strong written and verbal communication skills, including professional correspondence and report writing
• Exceptional attention to detail and accuracy in recordkeeping, data entry, and documentation
• Proficiency with or ability to learn university enterprise systems (e.g., STAR Banner, Degree Works, Navigate, eCampus) and Microsoft Office Suite (Excel, Word, Outlook)
• Ability to analyze data and prepare clear, actionable reports to support program evaluation and accreditation
• Customer service orientation and the ability to communicate effectively with students, faculty, staff, and external partners
• Initiative and problem-solving skills to anticipate needs and improve processes
• Ability to work independently and collaboratively with diverse stakeholders
• Discretion and professionalism in handling confidential student and personnel information
• Capacity to learn new systems and adapt to evolving institutional policies and technologies

Nice To Haves

• Bachelor’s degree.

Responsibilities

• Ensure equitable and timely service to 800+ majors across multiple majors (Psychology BA, Psychology BS, Neuroscience BS), 600+ minors, 60+ doctoral students, and 28 faculty.
• Provide both in-person and remote support for students, faculty, staff, and visitors.
• Maintain electronic files for all undergraduate majors (over 700).
• Independently resolve registration issues and lift registration and advising holds using STAR Banner and Degree Works following department, college, and university forms and guidelines.
• Support undergraduate recruitment and retention by serving as an initial point of contact for students in the department, answering student questions about department functioning and supporting students in navigating the department and College.
• Serve as a liaison to the Honor’s College to assist Honor’s students with navigating requirements.
• Triage difficult student concerns and situations.
• Liaise to support departmental transfer course equivalencies.
• Support and maintain interfaces between the department and community partners (such as external capstone sites) by maintaining records of student capstone contracts and other requirements (e.g., background checks).
• Assist visitors and responding to contacts with individuals via the Psychology main office.
• Collect, verify, and compile key performance metrics for American Psychological Association, Association for Behavior Analysis International, Behavior Analyst Certification Board, and institutional accreditation processes.
• Design and maintain longitudinal databases tracking student progress, outcomes, and alumni placement for accreditation reporting and departmental decision making.
• Manage practicum and internship documentation, including contracts, evaluations, and background checks.
• Ensure timely collection and archiving of student perceptions of instruction, graduate-student evaluations, supervisor feedback, and site assessments.
• Assist with preparation for accreditation site visits and external reviews.
• Conduct analyses of data and organize data to meet accreditation standards and requirements.
• Coordinate annual assessment reports and collaborate with program directors to ensure timely submission.
• Develop and maintain data dashboards and reports that support strategic planning, accreditation, and program review.
• Enter and manage exceptions in Degree Works based on faculty approvals.
• Collect and organize syllabi, course evaluations, and teaching materials for departmental and accreditation use.
• Coordinate textbook orders and instructional materials for faculty and graduate teaching assistants.
• Serve as logistical lead for major departmental events (e.g., Psi Chi Awards, Capstone Poster Sessions, student orientations), managing communications and compliance with university event policies.
• Support Undergraduate Training Committee and Graduate Training Committee operations by preparing materials, tracking decisions, and communicating outcomes.
• Process incoming and outgoing mail, deliveries, and front-desk inquiries with professionalism and discretion.
• Prepare and submit purchasing requests and maintain inventory of office supplies.
• Assist with facilities requests, including submission of work orders and monitoring their completion.
• Provides first-tier troubleshooting and training for department faculty and staff on relevant university systems (STAR Banner, Degree Works, Academic Computing, eCampus).
• Develops user guides and trains faculty and graduate assistants on academic systems.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year
• range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match
• eligibility to continue health insurance
• other retiree perks
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree