Graduate Programs Coordinator

Arizona State University; Tempe (AZ); On-site; USD 50,000 - 55,000; Full time

Job summary

Arizona State University’s School of Life Sciences is seeking a Program Coordinator to support PhD programs and advisement for graduate students in a fast-paced, collaborative office. Under supervision, you will steward PhD processes, manage records, and provide guidance to students, faculty, and staff while promoting timely degree progression.

The role emphasizes attention to detail, proactive service, and collaboration across SOLS and the Graduation Office, with opportunities for advancement

Qualifications

• Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Responsibilities

• Serve as backup on office communications (phones, foot traffic into suite, Salesforce, advising questions and appointments when others are out of the office).
• Review and maintain student records using internal and external systems (iPOS, DARS, Microsoft Office, PeopleSoft, Google Sheets, Canvas, Student Success Site, Airtable, etc.), and provide data as requested.
• Gather information upon request to prepare administrative reports and documents for upper leadership regarding student progress, student retention, and other office processes.
• Provide guidance and suggestions on current processes and provide opportunities for improvement and efficiencies where appropriate.
• Provide backup for other program coordinator positions as needed to ensure the continuity of department operations and to meet department needs.
• Perform additional duties as assigned
• Oversee the PhD programs, which will include but not be limited to:
• Assist with faculty endorsement requests, obtaining information and approvals from relevant faculty to assist students with setting up their committees.
• Pull various reports semesterly to ensure students are on track with their degree progress and inform upper leadership if and when issues arise.
• Review and process master’s in passing requests.
• Work closely with Graduation Office during semester close to verify PhD students applying for graduation have satisfied all requirements and are moving through the steps toward degree conferral.
• Coordinate approval of comprehensive exams and prospectus defenses, collecting information from students, sending out information requests to supervisory committee members, and informing the grad advisor when the exam is completed and can be recorded in iPOS. Update student files for record retention and database
• Process and track overrides for students to enroll in required courses and ensure PhD students are enrolling in appropriate course(s) based on individual program progress.
• Assist PhD students with room scheduling requests when booking rooms for their defenses, ensuring students have appropriate equipment, room size, etc. and are complying with SOLS room reservation policies.
• Assist with reviewing the information available to students, including monitoring and helping with text updates on the website, handbook, email templates, and other process guides, etc., to ensure SOLS is properly providing students with the latest information. Work with other departments and SOLS offices to ensure that all graduate program information abides by university policies.
• Help with the processes of monitoring, revising, and implementing new accelerated BS/MS pathways, which will involve operating in our curriculum management system and collaborating with faculty and staff in undergraduate programs, both in and outside SOLS.
• Work with the SOLS graduate office team to provide an excellent orientation to the admitted accelerated BS/MS, MS, and PhD students.
• Collaborate with undergraduate advising teams in and outside SOLS to train and inform them so that they have accurate information about the accelerated BS/MS programs and can promote them to good candidates early in their undergraduate careers.
• Perform additional duties as assigned.

Skills

Higher education experience

Fast-paced office environment

Attention to detail

Communication skills

PeopleSoft

Salesforce

Microsoft Office

Excel

Dashboards

Analytics

Canvas

Google Docs

Dropbox

Airtable

Problem-solving

Education

Bachelor's degree

Tools

PeopleSoft

Salesforce

Microsoft Office

Excel

Dashboards

Analytics

Canvas

Google Docs

Dropbox

Airtable

Job description

Arizona State University’s School of Life Sciences is seeking a Program Coordinator to support PhD programs and advisement for graduate students in a fast-paced, collaborative office. Under supervision, you will steward PhD processes, manage records, and provide guidance to students, faculty, and staff while promoting timely degree progression.

The role emphasizes attention to detail, proactive service, and collaboration across SOLS and the Graduation Office, with opportunities for advancement