Graduate Program Coordinator, Mathematics, Philosophy, and Physics

Chapman University

Orange (CA)

On-site

USD 36,000 - 41,000

Full time

5 days ago

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Job summary

Chapman University seeks a proactive Graduate Program Coordinator for the Mathematics, Philosophy, and Physics programs. You will coordinate admissions, enrollment, advising, outreach, and academic program support, interfacing with faculty, students, and campus offices to meet enrollment goals and maintain program quality.

You will manage data, reports, class schedules, and event logistics while collaborating with the Schmid College leadership and campus partners to support student success from

Qualifications

Bachelor’s degree from an accredited institution or equivalent
Strong interpersonal and communication skills for collaboration with students, faculty, and campus partners
Excellent editing, proofreading, and business correspondence abilities
Proficiency with enterprise systems for budget, class schedules, contracts and admissions records
Ability to maintain confidentiality under FERPA and privacy regulations
Strong multitasking, prioritization, and project coordination capabilities

Responsibilities

Coordinate recruitment, admission and registration activities with Graduate Admission, Financial Aid, Registrar and Graduate Education offices
Update MPP handbook materials and assist with recruitment and admission processes
Support prospective students and inquiries; track applications and coordinate final reviews with the admissions committee
Assist with information sessions, conferences and graduate fairs
Track scholarships, tuition support and assistantships; prepare status reports for leadership
Serve as primary contact for current students, advising on program policies and requirements
Monitor student progress toward degree completion and ensure accreditation data is collected and reported
Prepare schedules, textbooks, syllabi, part-time contracts and catalog updates in collaboration with the Program Director
Coordinate events and contracts with speakers and guest faculty; manage communications with students and staff

Skills

Interpersonal skills

Communication

Team collaboration

Organization

MS Office Suite

Education

Bachelor’s degree

Tools

MS Office Suite

Job description

Chapman University

Graduate Program Coordinator, Mathematics, Philosophy, and Physics

Position Information

Position Title | Graduate Program Coordinator, Mathematics, Philosophy, and Physics

Position Type | Regular

Job Number | SA97424

Full or Part Time | full-time 40 hours weekly

Fair Labor Standard Act Classification | Non-Exempt

Anticipated Pay Range | $26.00-$30.00

Pay Range Information: Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary | The Schmid College of Science and Technology (SCST) seeks a highly motivated individual to coordinate the graduate program in Math, Philosophy and Physics (MPP). SCST embodies Chapman’s mission of providing students with personalized educational experiences by fostering an outstanding community of teacher-scholars across a broad range of undergraduate and graduate programs. The MPP Doctor of Science program recruited the first cohort of students in Fall 2023. By working closely with the program director, leadership, and campus partners, the coordinator will provide administrative support and support a wide range of activities from recruitment through graduation, advising, outreach, orientation, and academic program support. The coordinator implements all activities to ensure enrollment goals are met, engages with students to support their success, and evaluates the continued success of the program. This role requires the individual to be a self-starter and proactive with the ability to coordinate and execute projects both on their own and within a team environment. This position will also collaborate with the existing graduate programs in Schmid College.

Responsibilities

Recruitment, Admission and Registration Support Serve as liaison to the Office of Graduate Admission, Graduate Financial Aid, Registrar, and Office of the Vice Provost for Graduate Education
Recruitment, Admission and Registration Support Provide administrative support for annual updates to MPP’s graduate handbook, materials, recruitment and admission
Recruitment, Admission and Registration Support Support recruitment efforts by proactively seeking out prospective students, track, and addressing all inquiries
Recruitment, Admission and Registration Support Track application materials and review for completeness, coordinate final reviews with the admissions committee, and communicate admission decisions in coordination with the Office of Graduate Admission
Recruitment, Admission and Registration Support Provide support for information sessions, conferences, and graduate fairs
Recruitment, Admission and Registration Support Track and maintain scholarships, tuition support and assistantships; prepare reports and apprise the director of the status
Student and program support Serve as a primary point of contact for current students, providing guidance on program policies, procedures, and requirements from admission through graduation; respond to student questions and concerns and refer to campus resources as appropriate
Student and program support Monitor student compliance with program requirements and track progression towards degree completion
Student and program support Collect data, summarize information, and prepare reports to support accreditation, assessment, program review, and updates to program requirements; monitor R2PC (recruit, retain, progress, complete) data and report to the Office of the Vice Provost for Graduate Education
Student and program support Prepare and maintain class schedules, textbook requirements, syllabi, part-time faculty contracts, catalog copy, and handbooks in collaboration with the Program Director
Student and program support Coordinate logistics for program events and activities such as orientation, seminars, guest speakers, receptions, and networking opportunities; prepare and process speaker agreements and related contracts
Student and program support Partner with the program director, leadership, and campus partners to identify student needs and establish support resources
Student and program support Participate and represent Schmid in university committees, programs, and events both on and off campus
Student and program support Orient new faculty and students to the program and university
Student and program support Coordinate maintenance of accurate student, alumni and faculty records including placement, degree progress, and demographic information
Student and program support Monitor program expenditures and provide financial reports to Program Director
Student and program support Prepare purchase orders and student expense reimbursements on behalf of the director, students and faculty; ensures compliance with university policy
Student and program support Coordinate various communications to students, faculty, Dean’s Office and Chapman community through multiple outlets including Canvas, web, email, print and verbal

Required Qualifications

Bachelor’s degree from an accredited institution of higher education or equivalent combination of education and experience
A minimum of two years related work experience in providing administrative, program coordination, or student support
Strong interpersonal and communication skills, with the ability to work collaboratively with students, faculty, staff, and campus partners from different backgrounds
Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills.
Strong technical skills to learn and use enterprise systems needed to track budget, maintain class schedules, process contracts, and admissions records
Ability to maintain confidentiality of student records and applying federal and state FERPA and Information Privacy Act regulations
Ability to prioritize work duties when faced with interruptions, distraction and fluctuating workload.
Ability to exercise good judgment and accomplish tasks in a timely manner.
Demonstrated organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multi-tasking.
Ability to schedule and coordinate logistics for meetings and events including coordinating catering, room reservations and set-up.
Strong working knowledge in the MS Office Suite
Ability to problem solve and find creative solutions in a fast-paced, student-centered environment

Desired Qualifications

Experience working with graduate students in a university degree-oriented program, assessing progress toward a degree, and understanding and knowledge of academia
Knowledge of graduate degree requirements to develop student academic plans and guide/track graduate students through academic planning
Knowledge of higher education admissions criteria and ability to develop effective results-oriented recruitment strategies

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community. Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law. Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Minimum Number of References | 3

Maximum Number of References

Maximum Number of References | 3

Applicant Documents

Required Documents