Graduate Program Coordinator

Stony Brook University; Stony Brook, Northern (NY, KY); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Location pay

Job summary

Stony Brook University is seeking a Graduate Program Coordinator to support the Data Science DAS programs, from matriculation to graduation. You will work with the Program Director to maintain academic integrity, quality and viability while providing comprehensive student services.

The role requires strong organizational skills, attention to detail, and the ability to work independently or with a team, interacting with staff, faculty and the public as needed.

Qualifications

• Bachelor’s degree required.
• Two years of full-time administrative experience preferred.
• Proficient with word processing, spreadsheets, email and internet apps.

Responsibilities

• Coordinate all aspects of the program’s academic administrative matters, including planning, policies, recruitment, admissions, registration, financial support and advising.
• Serve as liaison between students, faculty advisors and external members for program policies and procedures.
• Assist with student recruitment, admissions processing and course registration.
• Oversee advising and degree requirements, and monitor progression from matriculation to graduation.
• Manage promotional materials, events and program communications.

Skills

Word processing

Spreadsheet management

Google Apps

Education

Bachelor's degree

Tools

Slate

PeopleSoft

Oracle

Wolfmart

SBU Reporting

SOLAR

AccessVIS

25Live

Job description

Job Description - Graduate Program Coordinator (2603470)

Required Qualifications

• Bachelor’s Degree (foreign equivalent or higher).
• Two (2) years of full-time administrative experience (student experience may be considered).
• Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...).

Preferred Qualifications

• Experience in a student services type setting within a higher education/academic environment (i.e. advising, Admissions, Financial Aid, Registrar, Counseling).
• Additional years of full-time administrative experience (3+).
• Student academic advising experience.
• Experience coordinating a Graduate and/or Undergraduate Program.
• Experience working with one, preferably more than one, of the following systems: Slate, PeopleSoft, Oracle, Wolfmart, SBU Reporting, SOLAR, AccessVIS, 25Live, etc.
• Experience with Research Foundation/SUNY policies and procedures.
• Experience working with visa/immigration paperwork.
• Event planning experience.

Brief Description of Duties

Working closely with the Program Director for Data Science (DAS), the DAS Graduate Program Coordinator will share responsibility for maintaining the overall academic integrity, quality and viability of the Masters and Doctoral Programs. The incumbent is responsible for providing continuous comprehensive assistance to graduate students from matriculation to graduation as per program guidelines.

The successful incumbent will have excellent interpersonal skills, exercising strong organizational skills with an 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 to problem solving. The successful incumbent should be comfortable interacting with individuals at various levels within an institution as well as the general public whenever necessary.

Program Coordination

Responsible for coordinating all aspects of the program’s academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, admissions, registration, financial support and advising; course catalog, department brochures, and grades reporting. As the primary liaison between students, internal faculty advisors/committees and external members, serve as point person and information source for all University and departmental policies and procedures relevant to the program.

Student Recruitment

Assist with activities related to attracting prospective students. Work in conjunction with the Program Director to design new methods to advertise and promote the program.

Admissions

Coordinate the programs admissions process, including but not limited to, applications, offer letters, committee decisions, etc.

Registration

Coordinate the program registration procedures. As needed, partner with Visa and Immigration Services regarding Visa appointments and processing. Override permissions to register students, when necessary. Closely monitor course enrollment. Provide resolution to course conflicts, monitor add/drop and section changes, and perform prerequisite screening.

Advising

Communicate on a regular basis about courses, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines. Act as liaison between student and Professors/Program Director. Monitor the progress of students toward degree completion, and perform related administrative, academic advisory, and editorial duties. Resolve problems with missing or incorrect grades on transcripts; remove advising holds. Send notification to students and online clearance of graduation candidates. Ensure students complete degree requirements and current university policies and deadlines are met.

Financial Support

Partner with Program Director, Department Chair, Faculty, and department staff to prepare and process all paperwork for graduate student financial support from all funding sources. Work closely with human resources to ensure appointment and benefit stability. Assist with spreadsheet and budget maintenance for graduate tuition scholarships, monthly rosters, and compliance with HR record management policies.

Program Support

Work closely with the DAS Program Director, as well as faculty and Department Manager to improve the administration of the Masters and Doctoral Programs. Provide administrative support to the Program, attend meetings and assist in implementing decisions as well as coordinate any special projects.

Program Degree Requirements

Coordinate course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation. Coordinate new course approvals/revisions or deletions.

Fall/Spring/Summer Session Coordination

Assist the DAS Program Director and Department Manager, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling.

Course Syllabi and Materials

Manage course syllabi, course descriptions, grade change forms, teacher evaluations, and schedule classrooms for defenses and prelims.

Promotional Material

Manage promotional material for the program (events, Orientation, website, Brightspace, marketing, etc.) and assist with any DAS Program events such as recruitment, orientation week, ceremonies and convocation.

Representation

Represent the DAS Program at meetings as needed. Interact with other University offices, e.g the Graduate School, Dean’s Office, Registrar’s Office, Student Accounts, VIS, and other academic departments as necessary.

Program Assessment and Evaluation

Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, and program decisions. Oversee deployment of various assessment surveys, including surveys of students, graduates, alumni, employers, and instructors.

Other Duties

Other duties or projects as assigned as appropriate to rank and department missions such as providing back-up support for additional areas of the program or the main office.

Special Notes

This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee’s base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Job Number

2603470

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area: Applied Mathematics and Statistics

Equity Statement

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

Accommodation

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at [phone] or visit OEA .

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