Graduate Program Support Coordinator

Penn State University; State College (Centre County); Hybrid; USD 41,000 - 59,000; Full time

Job summary

Penn State University is seeking a full-time Graduate Program Support to assist the School of Engineering Design and Innovation within the College of Engineering. The role involves coordinating graduate admissions, orientations, and degree milestones, and supporting faculty and staff across the college.

You will manage applications from start to graduation, assist with course-related questions, maintain records, and ensure FERPA compliance, while working in a hybrid on-site environment.

Qualifications

• GED or HS diploma required.
• Minimum of 2 years of relevant experience.
• Background checks required; employment contingent on background review.

Responsibilities

• Serve as main point of contact from application to graduation.
• Plan, prepare, and execute graduate events.
• Update communications, statistics, and policies for the graduate programs.
• Coordinate graduate admissions: offers, campus visits, and GRADS system updates; plan new student orientation.
• Assist with course-related tasks (drop/add, scheduling) and answer curriculum questions.
• Coordinate faculty graduate teaching assignments and advisor grad faculty statuses for committees.
• Maintain course registration statistics and graduate records; ensure FERPA compliance.
• Track milestones, schedule comprehensive exams, and file documentation with Graduate School.
• Assist with financial processing and CIM-related curricular tasks.

Skills

Customer service

Communication

Interpersonal skills

Organization

Problem-solving

Multitasking

Teamwork

Education

GED or HS

Tools

LionPath

Workday

PowerBI/iTwo

Zoom GRADS

SharePoint

MS Office 365 (Outlook, Word, Excel)

Job description

POSITION SPECIFICS

The Pennsylvania State University, College of Engineering is seeking an energetic, motivated, and detail-oriented full-time Graduate Program Support.

The position would support the School of Engineering Design and Innovation with the Doctor of Engineering in Engineering program . This position reports to a college-wide graduate program supervisor and responsibilities include working collaboratively with graduate program staff across the college to coordinate and administer key aspects of the college's graduate education portfolio.

Duties for the graduate programs within the college include:

• Act as the main point of contact commencing with the application process through to graduation.
• Orchestrate all levels of planning, preparation, and execution of various graduate events.
• Update graduate program communications, ensuring statistics, logistics, and policies are up to date.
• Coordinate the graduate student recruitment and admissions process (includes Offer Letters and Terms of Offer); respond to prospective student inquiries; arrange campus visits (travel, lodging); monitor and update GRADS (Graduate Admissions Decision System) for applicants; and plan and coordinate the new student orientation.
• Assist students in course-related functions such as drop, add, and scheduling. Answer curriculum and graduation requirement questions.
• Coordinate and process faculty graduate teaching assignments for Department Heads' review and approval. Manage advisor grad faculty status for committees
• Maintain statistics on course registration counts, including research credits.
• Maintain graduate student records, including advisor assignments and milestones, and ensure accuracy and compliance with University record security, retention schedules, and FERPA requirements.
• Monitor and update student progress toward achieving critical milestones, schedule all comprehensive and praxis exams and final thesis/dissertation/praxis, and file the appropriate documentation with the Graduate School. Manage registration and track results for the qualifying exam.
• Assist with the processing and oversight of financial commitments.
• Assist with the graduate curricular proposal process utilizing CourseLeaf Curriculum Inventory Management (CIM) system.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS)

2+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications:

None

Preferred Experience:

This position will work primarily with remote students. Candidates must be detail-oriented and a team player; have excellent customer service, communication, interpersonal, organizational, and problem-solving skills; and be able to handle multiple tasks and work independently and in a team environment. Proficiency in LionPath, Workday, PowerBI/iTwo, Zoom GRADS, SharePoint, and Microsoft Office 365 (Outlook, Word, Excel) is highly desired.

Additional Information:

The College of Engineering is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. The hours of this position will be Monday through Friday, 8:00 a.m. - 5:00 p.m. This position will be hybrid and require on-site work. Questions related to flexible work should be directed to the hiring manager during the interview process.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick