Graduate Program Coordinator - CADS

Summary

The Computational Data and Sciences graduate Program Coordinator provides a broad range of administrative services to support and manage the daily operations of the computational and data science graduate programs in the Schmid College of Science & Technology. Under general supervision, coordinates all aspects of the graduate program including, but not limited to, recruitment, admission, progression, and degree completion. Oversees the day-to-day operations and provide administrative leadership. Work through supervisor to develop recruitment strategies, and maintain communications with prospective and current students. Serve as the first point of contact for the program and act as the central resource on all academic processes pertaining to administration of the programs. Other duties as assigned by supervisor.

Responsibilities

Recruitment, Admission and Registration Support Serve as liaison to the Office of Graduate Admission, Graduate Financial Aid, Registrar, and Office of the Vice Provost for Graduate Education Provide guidance on application procedures and program requirements for domestic and international students Provide support to faculty in Slate to make admission decisions Participate in the development and implementation of recruitment strategies and promotion of the program to increase student engagement Maintain communications with prospective students, conduct the initial review of applications for completeness Organize and participate in special events such as new student orientations information sessions, graduate fairs, conferences, and recruitment events Assure compliance with the CGS April 15 Resolution timeline for Admissions Prepare Graduate Assistantship and Non-Tuition Fellowship offer letters in addition to Admissions letters Guide students on each phase of the program including the plan of study and course registration in coordination with program leadership Oversee student compliance with program requirements and monitors student progression towards degree completion Oversee and maintain scholarships, tuition support, and assistantships; prepare reports and apprise the director of the status Administrative Coordination Collect data, summarize information and prepare reports for accreditation, assessment, program review, and changes to program requirements Enter data into University database in PeopleSoft for Research Management module maintained by VPGE Office Monitor R2PC (recruit, retain, progress, complete) data and report to VPGE and University Prepare and maintain class schedules, textbook requirements, syllabi, part-time faculty contracts, catalog copy, and handbooks Process course changes through the University’s Curriculog and update program’s catalog content through Acalog Orient new faculty and students to the program and university Coordinate maintenance of student, alumni, and faculty records Monitor program needs and expenditures to ensure adequate funding throughout the year; provide financial reports to director Prepare purchase orders and expense reimbursements on behalf of the director, students, and faculty; ensures compliance with university policy Coordinates various communications to students, faculty, Dean’s Office and Chapman community through multiple outlets including canvas, Slate, web, email, print, and verbal Arrange for tuition discounts to be applied to student accounts Submit and coordinate GRA / GSI / GTA process for all CADS students, interfacing with VPGE office and HR as needed and within established deadlines Coordinate dissertation preparation, announcements, defenses, archives copies of dissertation, maintains and tracts dissertation files, including chair and committee lists Submit non-PO’s for all non-tuition fellowship payments according to SoP and within required deadlines for on-time payment Coordinate the enhancement and maintenance of programs websites in Cascade Assist program director and supervisor on special projects as assigned Event and meeting coordination, invitations, RSVP, flyers, room reservations, catering requests, AV media requests Coordinates pre-commencement ceremonies with Dean’s Office Support the University’s annual Graduate and Professional Student Appreciation Week ( GAPSAW ) events, 3MT, Student Research Showcase, Excellence Dinner, and other university-wide events for CADS student participants

Required Qualifications

Bachelor’s degree and experience related to the duties and responsibilities specified. Or an equivalent combination of education and experience. A minimum of two years of related experience in providing administrative support. Strong verbal communication skills with proven ability to share procedural information in a clear, accurate, and concise manner; experience with public speaking and presentations. Professional telephone and email etiquette. Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills. Strong technical skills to learn and use enterprise systems needed to track budget, maintain class schedules, process contracts, and admissions records including but not limited to Datatel, ImageNow, Hobsons, Dashboard, Canvas, 25Live, PeopleSoft, and MyWindow portal. Arithmetic and calculation skills to prepare financial forms. Accounting skills with ability to monitor budgets and expenses. Ability to work effectively as part of a team and collegially with staff, faculty, students and administration.Ability to use word processing, internet, and electronic mail software, including Microsoft Office Suite. Ability to make travel and lodging arrangements. Working knowledge of university policies and procedures that pertain to the duties of the position. Ability to prioritize work duties when faced with interruptions, distraction,s and fluctuating workload. Ability to exercise good judgment and accomplish tasks in a timely manner. Demonstrated organizational skills with the ability to prioritize multiple projects and maintain composure and a good attitude when multi-tasking. Ability to schedule and coordinate logistics for meetings and events including coordinating catering, room reservations, and set-up. Strong commitment to customer service and team success.