Coordinator of Graduate Academic Services

The Coordinator of Graduate Academic Services performs a variety of complex and confidential administrative support duties for the Office of the Vice Provost for Academic Administration and Dean of Graduate Studies. The position includes support of the Office of the Provost in the processing of graduate student scholarships, graduate student appointments, instructor and coordinator appointments, and full-time faculty appointments. Management of the office’s in-person customer service, email correspondence, Google approval forms, and Internet presence is part of this role. 

The projected salary range for this position, which represents the full range of anticipated compensation

is:$65,000 to $70,000 annual.

Performs a variety of complex and confidential administrative support duties, including scheduling meetings between the Vice Provost and students, faculty members, staff members, and University committees, and manages the calendar of the Vice Provost for Academic Administration and Dean of Graduate Studies.

Collects, compiles, and analyzes complex data and information to produce various reports.

Assists the Office of the Provost with processing of graduate student scholarships, graduate student stipends, lecturer and coordinator appointments, and full-time faculty appointments.

Prepare background material needed by Vice Provost for Academic Administration and Dean of Graduate Studies for official presentations, reports, and responses to inquiries.

Coordinates office projects by developing project plans and schedules. Organizes events for graduate student professional development.

Coordinates and edits various faculty files (appointment, promotion and tenure) for review by the Academic Senate Committee on Appointments and Promotions, as well as the full Academic Senate. Help prepare agenda and calendar invitations for the Academic Affairs Board of Trustees committee.

Manages the deposit of doctoral dissertations, master’s theses, and licentiate theses for August, January, and May graduations.

Updates and keep current student academic information in Cardinal Students.

Generate periodic reports on graduate enrollment, academic progress, and graduation statistics for the Vice Provost for Academic Administration and Dean of Graduate Studies and others as directed.

Monitors expenditures and encumbrances against organizational budgets and resolves discrepancies.

Monitors the Graduate Studies email account and website.

Serve as administrative support liaison with other departments regarding issues related to purchasing, financial aid, human resources, facilities, and operations.

Serve as a liaison between the Vice Provost for Academic Administration and Dean of Graduate Studies, the deans of the various schools of the University, University administrative offices, departmental offices, Graduate Student Association, and graduate students.

Execute other fiduciary and administrative responsibilities as requested by the Vice Provost for Academic Administration and Dean of Graduate Studies.

Supervise student workers as required.

Assist with specific administrative tasks as necessary, and perform other special projects and other duties as assigned.

Master's degree and a minimum of 3 to 5 years of relevant experience preferred.

• Requires broad and comprehensive knowledge of the working practices and procedures of the Office of Graduate Studies and University policies concerning graduate studies;
• Must have excellent written and verbal communication skills;
• Must have the ability to multi-task;
• Must have the ability to interact tactfully and skillfully with all levels of CUA employees as well as all levels of business contacts outside the University;
• Must have the ability to handle difficult and/or sensitive situations with tact and diplomacy;
• Must be able to exercise the knowledge and judgment to maintain confidentiality;
• Must have experience working with budgets, spreadsheets, and coordinating meetings.