Graduate Programs Coordinator: On-Campus Admissions

Chapman University; Orange (CA); On-site; USD 37,000 - 40,000; Full time

Job summary

Chapman University’s School of Communication seeks a Graduate Program Coordinator to provide high-level administrative support for PhD and MS programs, coordinating day-to-day operations with the Graduate Program Director, Dean, and faculty.

The role handles class scheduling, registration, admissions, thesis processes, and onboarding of graduate students, emphasizing in-person collaboration and campus engagement.

Qualifications

• Bachelor’s degree or equivalent combination in education and experience.
• 2-3 years of related working experience.
• Demonstrated effective oral and written communicationskills.
• Strong organizational skills
• Proven ability to exercise independent thinking and judgment tocarry out duties in a timely manner.
• Ability to exercise initiative and work independently and as ateam member.
• Experience in providing administrative support in aprofessional office.
• Demonstrated ability to use tact and diplomacy and to maintaina high level of confidentiality.
• Proficient knowledge and skill in Microsoft Office Suiteapplications.
• Ability to learn in-house software

Responsibilities

• Coordinate and provide administrative assistance to the Schoolof Communication graduate programs, faculty, and students.
• Work collaboratively with the Graduate Program Director, AsstDeans, and Undergraduate Program Coordinator in development ofclass schedules, taking faculty load into account; input andmaintain class schedules. Collaborate with Graduate Director/Chairon semester course scheduling and assist with graduate studentregistration process and orientation
• Assist the Graduate Program Director with student enrollment,Assigning Advisors in PeopleSoft, and Permission Numbers.
• Assist the Graduate Program Director with graduate studentregistration process and orientation
• Work collaboratively with faculty in reviewing, editing, andprocessing graduate course and catalog changes annually.
• Assist Faculty and Undergraduate Program Coordinator withhiring, and managing on-boarding, of new full-time and part-timefaculty
• Generate graduate faculty contracts
• Coordinate with SMC for graduate program advertising
• Manage purchasing, ordering and reimbursements for Graduateprogram specific needs
• Coordinate room needs for Graduate program faculty andstaff
• Serve as liaison with the Office of Graduate Admissions and theOffice of Graduate Education
• Manage the hiring process for SOC graduate students (GShip);generate GSI (Graduate Student Instructor) contracts and GRA (GradResearch Assistant) paperwork, interfacing with VPGE (Vice Provostfor Graduate Education) and HR as necessary and troubleshooting anyproblems
• Work collaboratively with the Graduate Director/Chair andfaculty to manage graduate student thesis projects, completion offorms, faculty committee members, thesis defenses, degreecompletion protocols
• Assist with MS and PhD admission process and recruiting(Tracking admissions applications, coordinating informationsessions, and communicating with applicants and potentialapplicants.)
• Review SOC graduate student scholarly and creative activity,grant awards, routing student applications to appropriate facultyand assuring timely review submission
• Assist MS and PhD students with travel for university businessneeds
• Manage payments, reimbursements, etc. for Grad faculty andstudents
• Disseminate program information and respond to inquiries fromprospective students
• Work with current graduate students to answer program-relatedquestions and concerns
• Serve as college staff rep for the university-wide events forgraduate students
• As a member of the college staff team, assist with college-wideand department activities
• Serve as backup to other support positions as needed
• Some travel and weekend work hours are required.

Skills

Communication skills

Organizational skills

Initiative

Independent work

Administrative support

Diplomacy & confidentiality

Microsoft Office

In-house software

PeopleSoft

Education

Bachelor’s degree or equivalent

Master’s degree

Tools

PeopleSoft

Job description

Chapman University’s School of Communication seeks a Graduate Program Coordinator to provide high-level administrative support for PhD and MS programs, coordinating day-to-day operations with the Graduate Program Director, Dean, and faculty.

The role handles class scheduling, registration, admissions, thesis processes, and onboarding of graduate students, emphasizing in-person collaboration and campus engagement.