Graduate Program Assistant

Graduate Program Assistant (Program Assistant 2) - Hybrid Work Schedule

Job Summary

Under the direction of the Academic Office Program Coordinator Senior, this position serves as the department’s administrator for the graduate program to and supports all administrative aspects of the graduate program, including support to the DGS and Chair of Graduate Admissions.  Provides a variety of administrative and clerical support to include drafting and proofreading, word processing, database inquiries, preparing agendas, arranging events, and communicating with prospective students, currents students, and faculty.

Specific Responsibilities

Website

• Coordinates content maintenance of websites &/or blogs.
  • In partnership with DGS and Academic Office Program Coordinator Senior, maintains Graduate tab on department website.

Human Resources

• Processes a limited variety of routine HR transactions.
  • Supports the graduate faculty by entering pass/fail grades for research courses and assisting in grade changes.

Contacts

• Provides information via phone, e-mail, mail, etc. 
  • Screens and prioritizes incoming calls and walk-in correspondence.

Student Services

• Guides students through admissions process.
• Advises students of major/minor requirements.
• Reviews student files/records for academic progress & referral.
• Interprets existing policies & procedures; etc.
  • Serves as primary contact for graduate students.
  • Keeps current with TGS procedures and policies.
  • Provides basic advising to students regarding relevant regulations and deadlines.
  • Schedules and prepares qualifying examinations and performs other functions related to graduate student milestones, i.e. prospectus and final exam.
  • Maintains all aspects of graduate student files, both individual files and summary records electronically and on paper.
  • Gathers quarterly graduate student progress reports and updates transcripts.
  • Provides reports and information to DGS and Chair as requested.
  • Assists in planning and set up of graduate student Brownbag seminar and ad hoc graduate student events as needed.
  • Serves as a liaison between graduate program alumni and department.

Graduate Admissions

• Supports the yearly graduate admissions cycle by preparing applications for evaluation, sending offer letters, organizing the Open House, and preparing for the arrival of students.
• Assists the Graduate Admissions Committee by reviewing student files, applying knowledge of federal and state regulations, interpreting existing policies and procedures, etc.
• Serves as primary contact and provides guidance to prospective students throughout the admissions process.
• Arranges events during the week of graduate student orientation in September. 

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• Bachelor’s degree.  Two years of administrative experience in an academic environment.

How to Apply