Graduate Program Coordinator

Chapman University; Orange (CA); On-site; USD 37,000 - 40,000; Full time

Job summary

Chapman University’s School of Communication seeks a Graduate Program Coordinator to provide high-level administrative support for PhD and MS programs, coordinating day-to-day operations with the Graduate Program Director, Dean, and faculty.

The role handles class scheduling, registration, admissions, thesis processes, and onboarding of graduate students, emphasizing in-person collaboration and campus engagement.

Qualifications

• Bachelor’s degree or equivalent combination in education and experience.
• 2-3 years of related working experience.
• Demonstrated effective oral and written communicationskills.
• Strong organizational skills
• Proven ability to exercise independent thinking and judgment tocarry out duties in a timely manner.
• Ability to exercise initiative and work independently and as ateam member.
• Experience in providing administrative support in aprofessional office.
• Demonstrated ability to use tact and diplomacy and to maintaina high level of confidentiality.
• Proficient knowledge and skill in Microsoft Office Suiteapplications.
• Ability to learn in-house software

Responsibilities

• Coordinate and provide administrative assistance to the Schoolof Communication graduate programs, faculty, and students.
• Work collaboratively with the Graduate Program Director, AsstDeans, and Undergraduate Program Coordinator in development ofclass schedules, taking faculty load into account; input andmaintain class schedules. Collaborate with Graduate Director/Chairon semester course scheduling and assist with graduate studentregistration process and orientation
• Assist the Graduate Program Director with student enrollment,Assigning Advisors in PeopleSoft, and Permission Numbers.
• Assist the Graduate Program Director with graduate studentregistration process and orientation
• Work collaboratively with faculty in reviewing, editing, andprocessing graduate course and catalog changes annually.
• Assist Faculty and Undergraduate Program Coordinator withhiring, and managing on-boarding, of new full-time and part-timefaculty
• Generate graduate faculty contracts
• Coordinate with SMC for graduate program advertising
• Manage purchasing, ordering and reimbursements for Graduateprogram specific needs
• Coordinate room needs for Graduate program faculty andstaff
• Serve as liaison with the Office of Graduate Admissions and theOffice of Graduate Education
• Manage the hiring process for SOC graduate students (GShip);generate GSI (Graduate Student Instructor) contracts and GRA (GradResearch Assistant) paperwork, interfacing with VPGE (Vice Provostfor Graduate Education) and HR as necessary and troubleshooting anyproblems
• Work collaboratively with the Graduate Director/Chair andfaculty to manage graduate student thesis projects, completion offorms, faculty committee members, thesis defenses, degreecompletion protocols
• Assist with MS and PhD admission process and recruiting(Tracking admissions applications, coordinating informationsessions, and communicating with applicants and potentialapplicants.)
• Review SOC graduate student scholarly and creative activity,grant awards, routing student applications to appropriate facultyand assuring timely review submission
• Assist MS and PhD students with travel for university businessneeds
• Manage payments, reimbursements, etc. for Grad faculty andstudents
• Disseminate program information and respond to inquiries fromprospective students
• Work with current graduate students to answer program-relatedquestions and concerns
• Serve as college staff rep for the university-wide events forgraduate students
• As a member of the college staff team, assist with college-wideand department activities
• Serve as backup to other support positions as needed
• Some travel and weekend work hours are required.

Skills

Communication skills

Organizational skills

Initiative

Independent work

Administrative support

Diplomacy & confidentiality

Microsoft Office

In-house software

PeopleSoft

Education

Bachelor’s degree or equivalent

Master’s degree

Tools

PeopleSoft

Job description

Posting Details

Position Information

Position Title

Graduate Program Coordinator

Position Type

Regular

Job Number

SA95324

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$27.00-$29.00

Pay Range Information

Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge,abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

This position will provide a broad range of high-leveladministrative services for School of Communication PhD and MSprograms. Working with the Graduate Program Director, Dean, AsstDeans, faculty and staff, plan, coordinate and oversee day-to-dayprogram operational activities. Perform other duties asassigned.

Chapman University’s mission is centered on serving our studentsand strengthening our campus community. Chapman believes there issignificant value in an in-person workforce. Being present fosterscollaboration, strengthens relationships across departments,enables us to better serve our co-workers and contributes to thestudent experience. It is an important part of the culture thatmakes Chapman a special place to work and learn.

Responsibilities

• Coordinate and provide administrative assistance to the Schoolof Communication graduate programs, faculty, and students
• Work collaboratively with the Graduate Program Director, AsstDeans, and Undergraduate Program Coordinator in development ofclass schedules, taking faculty load into account; input andmaintain class schedules. Collaborate with Graduate Director/Chairon semester course scheduling and assist with graduate studentregistration process and orientation
• Assist the Graduate Program Director with student enrollment,Assigning Advisors in PeopleSoft, and Permission Numbers.
• Assist the Graduate Program Director with graduate studentregistration process and orientation
• Work collaboratively with faculty in reviewing, editing, andprocessing graduate course and catalog changes annually.
• Assist Faculty and Undergraduate Program Coordinator withhiring, and managing on-boarding, of new full-time and part-timefaculty
• Generate graduate faculty contracts
• Coordinate with SMC for graduate program advertising
• Manage purchasing, ordering and reimbursements for Graduateprogram specific needs
• Coordinate room needs for Graduate program faculty andstaff
• Serve as liaison with the Office of Graduate Admissions and theOffice of Graduate Education
• Manage the hiring process for SOC graduate students (GShip);generate GSI (Graduate Student Instructor) contracts and GRA (GradResearch Assistant) paperwork, interfacing with VPGE (Vice Provostfor Graduate Education) and HR as necessary and troubleshooting anyproblems
• Work collaboratively with the Graduate Director/Chair andfaculty to manage graduate student thesis projects, completion offorms, faculty committee members, thesis defenses, degreecompletion protocols
• Assist with MS and PhD admission process and recruiting(Tracking admissions applications, coordinating informationsessions, and communicating with applicants and potentialapplicants.)
• Review SOC graduate student scholarly and creative activity,grant awards, routing student applications to appropriate facultyand assuring timely review submission
• Assist MS and PhD students with travel for university businessneeds
• Manage payments, reimbursements, etc. for Grad faculty andstudents
• Disseminate program information and respond to inquiries fromprospective students
• Work with current graduate students to answer program-relatedquestions and concerns
• Serve as college staff rep for the university-wide events forgraduate students
• As a member of the college staff team, assist with college-wideand department activities
• Serve as backup to other support positions as needed
• Some travel and weekend work hours are required.

Required Qualifications

• Bachelor’s degree or equivalent combination in education andexperience.
• 2-3 years of related working experience
• Demonstrated effective oral and written communicationskills.
• Strong organizational skills
• Proven ability to exercise independent thinking and judgment tocarry out duties in a timely manner.
• Ability to exercise initiative and work independently and as ateam member.
• Experience in providing administrative support in aprofessional office.
• Demonstrated ability to use tact and diplomacy and to maintaina high level of confidentiality.
• Proven ability to prioritize duties when faced withinterruptions, distractions, and fluctuating workload.
• Proficient knowledge and skill in Microsoft Office Suiteapplications.
• Ability to learn in-house software

Desired Qualifications

• Master’s degree in related field.
• Experience in admission and recruiting.
• Working knowledge of university software, policies, andprocedures

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives throughin-person engagement. This position is fully on campus, andemployees work alongside colleagues, faculty, students, and staffeach day to support our vibrant university community.

Chapman University is an equal opportunity employer that providesequal employment opportunities to all individuals, regardless oftheir protected characteristics. All qualified applicants andemployees are encouraged to apply and will receive considerationfor employment without regard to race, color, religion, age, sex,sexual orientation, gender identity, gender expression, nationalorigin, ancestry, citizenship status, physical disability, mentaldisability, medical condition, military and veteran status, maritalstatus, pregnancy, genetic information or any other characteristicprotected by state or federal law.

Applicants for Staff and Administrator positions must be currentlyauthorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completionand outcomes of a criminal background screening and returning tothe Office of Human Resources a signed original acceptance of theChapman University Agreement to Arbitrate.

Minimum Number of References

2

Maximum Number of References

3

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume
2. Cover Letter
3. 3 References Listed on One Page

Optional Documents

1. Transcripts
2. Letter of Recommendation 1
3. Letter of Recommendation 2