Coordinator, Research Services and Graduate Studies

Youngstown State University; Youngstown (OH); On-site; USD 42,000 - 62,000; Full time

Job summary

Youngstown State University is seeking an experienced administrator to support the Office of Research Services and Graduate Studies in daily operations, academic processes, and stakeholder communications.

The role focuses on graduate program administration, student records, and compliance with university policies, as well as supporting research-related initiatives and reporting for decision-making.

Qualifications

• Bachelor’s degree required and at least six months of related experience.

Responsibilities

• Serves as primary contact for the Office of Research Services and Graduate Studies and answers inquiries.
• Supports graduate student administration, including appointments, records and course enrollment approvals.
• Reviews submissions for thesis/dissertation compliance and formatting with institutional policies.
• Coordinates student and faculty funding programs and maintains related records.
• Manages financial transactions, purchasing, payments and reimbursements with policy compliance.
• Supports research compliance committees and graduate councils with scheduling and reporting.

Skills

Office administration

Data entry

Records management

Communication

Team collaboration

Training others

Education

Bachelor's degree

Tools

Banner

CRM platforms (Recruit)

Procurement systems

Job description

Ensures the efficient operations of daily services, programs and administrative functions within the office of Research Services and Graduate Studies. Coordinates and administers processes that support graduate education, faculty and student funding programs, research-related initiatives and office operations. Collaborates with faculty, staff and students to support institutional priorities, maintains compliance with university policies and procedures and enhances service delivery.

Essential Functions and Responsibilities: Serves as a primary point of contact for the Office of Research Services and Graduate Studies. Responds to inquiries, provides information regarding programs, policies, procedures, and services, and facilitates access to appropriate resources for faculty, staff and students.

Supports graduate student academic administration processes, including graduate assistantship appointments, student record maintenance, admission status updates, intra-university specialization changes, graduate course enrollment approvals, graduation-related reviews, and other academic records transactions. Verifies information, secures required approvals, ensures compliance with university policies and procedures, and maintains accurate student records.

Supports thesis and dissertation administration by reviewing submissions for compliance with university requirements, formatting standards, institutional policies, and applicable research compliance approvals.

Assists with the administration of student and faculty funding programs, including graduate scholarships, student research and travel programs, faculty internal funding opportunities, and other research-related initiatives. Supports program administration and implementation, maintains records and communicates program requirements.

Coordinates financial and administrative transactions associated with departmental operations and programs, including purchasing, payments, reimbursements, and other fiscal activities. Maintains documentation, monitors expenditures, and ensures compliance with university policies and procedures.

Coordinates administrative support for research compliance committees and graduate councils, including scheduling meetings, preparing and maintaining reports and ensuring compliance with established procedures and requirements.

Supports data collection and reporting, and continuous improvement activities by gathering information, administering surveys, maintaining documentation, and preparing materials for review and decision-making.

Coordinates and supports events for Research Services and Graduate Studies, research workshops and outreach activities, including planning, organization, communications, and stakeholder engagement.

Assists with marketing, communications, and public relations efforts by maintaining the websites and other communication platforms, preparing promotional materials, and supporting outreach initiatives.

Responsible for maintaining files, records, correspondence, and data in accordance with federal, state, and university policies. Ensures the accuracy, confidentiality, and integrity of information maintained by the department.

Coordinates daily tasks related to one or more assigned components of overall programs and/or services as assigned.

Regularly communicates with supervisor and other staff, including student workers, as required or needed in the completion of daily tasks in support of overall goals and objectives.

Prepares and maintains accurate records of daily tasks in accordance with applicable policies and procedures and assures timely communication with supervisor, staff, and students where appropriate.

Gathers data and prepares reports and other information/documentation for supervisory review?related to programs and/or services, or one or more assigned components.

Prepares for and attends events.

Remains informed of current developments and procedures pertinent to duties; participates in staff development activities; attends meetings, conferences, and other events.

Other Functions and Responsibilities:

Assists with training new hires.

Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.

Equipment Operated:

Computer and all other standard office equipment.

Work Schedule:

Typically, Monday through Friday.

Primary Location:

Youngstown

Supervision Exercised:

May exercise supervision over student employees.

Reports to:

Associate Provost, Office of Research Services and Graduate Services

Required Certifications, Training, and/or Licensures:

None

Sponsorship and/or Work Authorization Status:

This position is not eligible for sponsorship.

Knowledge, Skills, and Abilities:

Knowledge of: university policies and procedures*; office practices and procedures; department/division goals and objectives*; department/division policies and procedures*; workplace safety practices and procedures*; English grammar and spelling; records management; office management.

Skill in: use of office equipment; typing, data entry; computer operation; use of computer software and other programs applicable to the assigned department/division*.

Ability to: define problems, collect data, establish facts, and draw valid conclusions; determine material and equipment needs; calculate fractions, decimals, and percentages; compile and prepare reports; use proper research methods to gather data; understand a variety of written and/or verbal communications; prepare accurate documentation; maintain records according to established procedures; effectively interact with personnel and public to answer routine questions; train or instruct others; move quickly and effectively from one task to another; work independently and in a team environment; develop and maintain effective working relationships.

(*) Developed after employment.

Minimum Qualifications:

At least a bachelor’s degree; and at least six months of related experience.

Preferred Qualifications:

Experience with Banner or other comparable financial accounting systems, procurement systems, or CRM platforms such as Recruit. Experience in an academic setting or in higher education.

Physical Requirements:

In accordance with the U.S. Department of Labor physical demands strength ratings, this position will perform sedentary work.

Sedentary:

work involves exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs may be defined as Sedentary when walking and standing are required only occasionally, and all other Sedentary criteria aremet.