Graduate Program Coordinator

Stony Brook University•Town of Brookhaven, NY

About The Position

The Graduate Program Coordinator works closely with the Program Director responsible for managing the overall academic integrity, quality, and viability of the Degree Program. The incumbent is responsible for providing continuous comprehensive assistance to students from recruitment to matriculation to graduation for the Graduate programs of the Department of Mechanical Engineering. The successful incumbent will have excellent interpersonal skills, exercising strong organizational skills with exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach. They will provide advisement and academic support services for all Master’s and PhD students, while providing administrative support to the Graduate Program Director, Department Chair, and Department Administrator, as relevant. Student Services: Responsible for coordinating all aspects of the program’s academic administrative matters, including academic advising, administering policies and procedures, recruiting new students, processing admissions, assisting with registrations, and processing student employee paperwork. Student Recruitment: Manage all activities related to attracting prospective Graduate students. Work in conjunction with the Graduate Program Committee and Department Manager to design and implement methods of promoting the academic programs. Admissions: Coordinate the graduate program admissions process, including tracking and screening applications, reviewing and responding to petitions, and informing students of committee admissions decisions. Process admissions offer letters and declaration forms. Registration: Coordinate the graduate program registration procedures. Appropriately respond to and process student's course requests. Closely monitor course enrollment. Work closely with the Undergraduate Program Coordinator in relation to students applying for the accelerated BE/MS program. Advising: Advise current and prospective students on an ongoing basis regarding courses, degree requirements, policies, and procedures. Act as liaison between students, faculty, and the Graduate Program Committee. Monitor the students’ progress toward degree completion, and perform related administrative and advisory duties. Provide administrative support for graduate awards, scholarships, and fellowships. Process graduation clearances. Student Employment: Appoint Graduate Assistants (GA), Teaching Assistants (TA), Research Assistants (RA), and Graduate Fellows using the correct funding sources and routing appropriately for approvals. Coordinate with Human Resources and the Graduate School as needed. Verify employment documentation. Program Support: Work closely with the Graduate Program Director, Department Chair, and Department Manager to ensure the successful administration of the Master’s and PhD programs in the department. Provide administrative support to the Graduate Program Committee. Provide administrative support to implement new programs and courses, as well as existing program and course revisions. Keep accurate and complete program and student records with adherence to FERPA regulation and in support of program decisions and assessments. Schedule and announcing MS Thesis and PhD Dissertation proposals and defenses; process committee decisions with the Graduate School. Schedule and track Qualifying Exams. Generate Optional Practical Training (OPT) appointments, as well as Letters of Good Standing for Visa and SSA purposes. Manage promotional materials for the Graduate programs in coordination with the department staff, the Dean’s marketing team, and the Graduate School marketing team. Assist with the planning and execution of events such as commencement, Graduate Research Symposiums, seminars, orientations, information sessions, and recruitment opportunities. Represent the Graduate Program in meetings with other University offices such as the Graduate School, International Academic Programs, Visa and Immigration Services, the Registrar’s Office, Student Accounts, and other academic departments. Other duties as assigned as appropriate to rank and department mission.

Requirements

Bachelor's Degree (foreign equivalent or higher).
Two [2] years of full-time administrative experience.

Nice To Haves

Master’s Degree (foreign equivalent or higher) in Business or Higher Education Administration or another related field.
Two (2) or more years of full-time experience in a student services setting within an academic environment (advising, admissions, financial aid, registrar, etc.), student experience may be considered.
Outreach and recruitment experience for the purposes of increasing applicants, participants, or customer engagement.
Experience coordinating a Graduate and/or Undergraduate Program, including course registration, application screening, or processing student employee paperwork.
Experience working with one or more of the following systems: SLATE, ApplyYourself, PeopleSoft, Anthology, Oracle, DocuSign, data management systems.
Experience with Research Foundation and/or SUNY policies and procedures.

Responsibilities

Coordinating all aspects of the program’s academic administrative matters, including academic advising, administering policies and procedures, recruiting new students, processing admissions, assisting with registrations, and processing student employee paperwork.
Manage all activities related to attracting prospective Graduate students.
Coordinate the graduate program admissions process, including tracking and screening applications, reviewing and responding to petitions, and informing students of committee admissions decisions.
Coordinate the graduate program registration procedures.
Advise current and prospective students on an ongoing basis regarding courses, degree requirements, policies, and procedures.
Appoint Graduate Assistants (GA), Teaching Assistants (TA), Research Assistants (RA), and Graduate Fellows using the correct funding sources and routing appropriately for approvals.
Provide administrative support to implement new programs and courses, as well as existing program and course revisions.
Keep accurate and complete program and student records with adherence to FERPA regulation and in support of program decisions and assessments.
Schedule and announcing MS Thesis and PhD Dissertation proposals and defenses; process committee decisions with the Graduate School.
Schedule and track Qualifying Exams.
Generate Optional Practical Training (OPT) appointments, as well as Letters of Good Standing for Visa and SSA purposes.
Manage promotional materials for the Graduate programs in coordination with the department staff, the Dean’s marketing team, and the Graduate School marketing team.
Assist with the planning and execution of events such as commencement, Graduate Research Symposiums, seminars, orientations, information sessions, and recruitment opportunities.
Represent the Graduate Program in meetings with other University offices such as the Graduate School, International Academic Programs, Visa and Immigration Services, the Registrar’s Office, Student Accounts, and other academic departments.