Graduate Program Coordinator

Dartmouth College; Hanover (NH); On-site; USD 60,000 - 80,000; Full time

Job summary

Dartmouth College is seeking a Graduate Program Coordinator to support the Academic Advising unit. This role involves maintaining graduate student records and ensuring their progress through degree requirements. Strong communication, organizational, and interpersonal skills are essential.

Preferred candidates should have experience working in an academic setting and proficient use of Microsoft Office. The position is dedicated to fostering a diverse community and promoting student success.

Qualifications

• Bachelor’s degree plus 2–3 years of higher education experience.
• Experience using Google and Microsoft Office applications.
• Excellent written and verbal communication skills.

Responsibilities

• Track and maintain records of MS and PhD student requirements.
• Respond to student inquiries regarding program requirements.
• Assist with orientation programming for graduate students.

Skills

Organizational skills

Communication skills

Interpersonal skills

Data manipulation

Judgment on confidential information

Education

Bachelor’s degree

Tools

Google applications

Microsoft Office applications

Ellucian Banner

Job description

Position Purpose

The Graduate Program Coordinator serves as a member of the Academic Advising unit within the Academic and Student Affairs team and also works closely with the Thayer Registrar and Assistant Registrar. This role maintains and monitors graduate student records detailing student progress through degree requirements as well as other facets of their academic records. It is accomplished by utilizing various systems and communicating with stakeholders, including faculty and students.

Required Qualifications

• Bachelor’s degree plus 2–3 years of experience in higher education, or an equivalent combination of education and experience.
• At least three years of increasingly responsible higher‑education experience with a high degree of autonomy.
• Experience using Google and Microsoft Office applications, specifically Excel and Sheets.
• Comfortable manipulating data and numbers in a financial context.
• Exceptional organizational skills and the ability to respond appropriately to pressure, deadlines, and changes in priorities and schedules.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills and the ability to work with a diverse group of stakeholders.
• Able to work independently and collaboratively as a member of a team.
• Excellent judgment in handling highly confidential information.
• Able to proactively identify and pursue relevant learning and professional development opportunities, applying new knowledge and skills to enhance results.
• Commitment to diversity and to serving the needs of a diverse community.

Preferred Qualifications

• Experience working in an Academic Advising or Registrar’s office.
• Experience using Ellucian Banner or other student information systems.
• Experience working with graduate students.

Responsibilities

• Graduate Program Coordination
  • Track and maintain records of MS and PhD student requirements and each student’s progress through these requirements. Conduct proactive and reactive follow‑up with students and faculty advisors to ensure completion of required milestones within specified time limits.
  • Draft PhD progress letters and PhD and Masters academic standing letters.
  • Maintain records related to student funding sources, coordinating closely with Thayer Admissions, Thayer Finance, and Thayer Research Administration. Identify potential gaps or changes in funding due to grants or external funding, advisor changes, or delayed progress. Identify potential solutions and elevate decision‑making as needed.
  • Review student enrollment each term to ensure students are registered for appropriate courses and research credits, and proactively work with students to resolve issues during standard enrollment periods.
  • Respond to student inquiries regarding program requirements and degree progress.
  • Facilitate the termly process of graduate student notices of assignment, coordinating with Thayer Finance and Thayer Research Administration.
  • Maintain awareness of student union rules and regulations.
  • Serve as the primary point of contact for MS and PhD students for questions related to degree requirements, seeking input and elevating decision‑making where clear policies do not exist.
• General Administrative Support
  • Maintain graduate student listservs.
  • Work closely with Assistant Registrar and Registrar to maintain key elements of graduate student records such as expected graduation terms.
  • Distribute and process student feedback and graduation requirement surveys.
  • Serve as backup to Assistant Registrar on key time‑sensitive functions.
• Event Planning Support
  • Assist with orientation programming for graduate students, especially for those matriculating to Thayer off‑cycle.
  • Assist with Thayer Investiture and Commencement, playing a key role in day‑of activities for both events.
  • Assist with occasional prospective student, current student, and/or community events hosted by the Academic and Student Affairs team.
• Demonstrates professionalism and collegiality in interactions and communications, creating an environment welcoming to all.
• Performs other duties as assigned.

Equal Opportunity Employer

Dartmouth College is an equal‑opportunity employer under federal law. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications are welcome from all.

Background Check

Employment in this position is contingent upon consent to and successful completion of a pre‑employment background check, which may include a criminal background check, reference checks, verification of work history, conduct review, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non‑discriminatory manner consistent with state and federal law.

Special Instructions

Dartmouth College has a Tobacco‑Free Policy. Smoking and the use of tobacco‑based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles, or other areas owned, operated, or occupied by Dartmouth College with no exceptions. For details, please see our policy: https://policies.dartmouth.edu/policy/tobacco-free-policy