Graduate Program Coordinator

Virginia Tech; Silver Spring (MD); On-site; USD 53,000 - 58,000; Full time

Job summary

An established institution is seeking an organized and proactive individual to provide essential administrative support for a graduate program. This role involves recruiting activities, assisting faculty, managing student records, and coordinating logistics for residencies. The successful candidate will thrive in a dynamic environment, ensuring smooth operations and effective communication with prospective and current students. Join a vibrant community dedicated to fostering academic excellence and leadership in business research, where your contributions will make a significant impact on the educational journey of students.

Qualifications

• Experience in a professional office environment with administrative support.
• Proficiency in Microsoft Office, especially Excel.

Responsibilities

• Assist program director with logistics and advising for students.
• Coordinate recruiting activities and manage student records.

Skills

Administrative Support

Microsoft Office Suite

Project Coordination

Communication Skills

Education

Bachelor's Degree in Related Field

Tools

Banner

Slate

Hokie SPA

Canvas

Job description

This position will provide support for the PhD in Business with a concentration in executive business research in Pamplin College's Extended Campus Graduate programs in the National Capital region.

Responsibilities of this position include, but are not limited to:

1. Recruiting activities.
2. Assist program director and related faculty on all issues associated with the program.
3. Assist in logistics related to advising of prospective and current students on program, academic information, application procedures, registration procedures, etc.
4. Process prospective student information requests and applications, provide supplemental materials, and respond to inquiries.
5. Provide data and information necessary for director to make admission decisions, and process admission decisions.
6. Execute email communication plans for different target groups.
7. Enter and maintain all records in database and prepare reports as needed.
8. Register students in courses.
9. Enter plans of study into Banner.
10. Coordinate book orders and syllabi for each term.
11. Assist in the organization of student orientation and residency events.
12. Assist in graduation clearance tasks and prepare graduate application packets.
13. Prepare and process GA contracts, and enter payroll information into Banner.
14. Schedule classes.
15. Complete paperwork for faculty teaching in the program.
16. Facilitate classroom and lecture transmission.
17. Arrange classroom and office space.
18. Secure and oversee catering for residencies.
19. Secure reservations or assist with reimbursement processing for occasional residency lodging for instructors and students.
20. Prepare and maintain graduate student files.
21. Coordinate with industry professionals to support and promote programs.
22. Support director and associate director in various promotional and advertising activities.
23. Calendar management for director and program.
24. Provide support for oversight of budget and expenses tracking.
25. Process reimbursements and other payments, as needed.
26. Maintain and enhance knowledge of software such as Word, Excel, PowerPoint, Access, Adobe Acrobat, Banner, Hokie SPA, Slate, and other pertinent software.

This program runs weekend (Friday afternoon and evening, and Saturday morning and afternoon) residencies once a month, except July and December. These are a requirement of the position. The 10 Saturdays you work can be exchanged for a day in the following week where you don’t work, or these 10 days can be collected for holiday use over July or December when the program has no residencies.

Required Qualifications

Must have experience working in professional office environment; administrative support experience; proficiency with Microsoft Office software such as Excel; previous experience interacting with individuals, such as industry professionals, and/or faculty, and prospective students; and proven ability to coordinate multiple projects simultaneously.

Preferred Qualifications

Bachelor's degree in related field; administrative experience in academic setting; proficiency with handling student records in databases such as Banner and Slate; experience recruiting students to a graduate program; advanced proficiency with a lead management system and application management system (such as Slate); basic proficiency with HokieSpa and Canvas.

Pay Band: 3

Appointment Type: Restricted

Salary Information: $53,000-$58,000

Review Date: 6/14/2023

Additional Information: The successful candidate will be required to have a criminal conviction check.

About Virginia Tech: Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Samantha Gagnet at [e-mail] during regular business hours at least 10 business days prior to the event.

About the company

Virginia Polytechnic Institute and State University, commonly known as Virginia Tech and by the initials VT and VPI, is a public land-grant research university with its main campus in Blacksburg, Virginia.