Program 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

Job Profile

Administrative Operations Specialist 2

Job Family

Administrative Operations

Time Type

Full time

Minimum 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.

Job Profile Summary

Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.

Job Description

The School of Life Sciences (SOLS) graduate programs office is seeking a program coordinator for its fast-paced, collaborative, and dynamic office. Under general supervision, this individual will coordinate and advise current graduate students to successfully steward PhD programs. The graduate office is looking for a high-performing, positive, proactive, and service-oriented individual with excellent attention to detail and a desire to work with our group of prospective and current students. This role acts as a key contributor to promoting and supporting our master’s programs and timely progress towards degree completion. A strong candidate will be comfortable and adept at providing guidance and program-related administrative support to students, faculty, and administration. This position will allow for opportunities for advancement and professional growth.

Position Salary Range

$50,000 - $55,000; DOE

Essential Duties

• 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.

Desired Qualifications

• Experience working in higher education
• Experience working in a fast-paced office environment
• Experience in work that required excellent attention to detail
• Evidence of effective communication skills
• Experience with PeopleSoft, Salesforce, Microsoft Office Programs (especially Excel), Dashboards, Analytics, Canvas, Google docs, Dropbox, and Airtable
• Ability to recognize complex issues and alert leadership to proactively address problems

Working Environment

Activities are performed in an environmentally controlled office setting, subject to extended periods of sitting, keyboarding, and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work. Frequent bending, reaching, lifting, pushing, and pulling up to 25 pounds. Regular use of standard office equipment.

Department Statement

The School of Life Sciences (SOLS) has provided a vital hub for creative excellence at Arizona State University, with more than 670 faculty, graduate students, postdoctoral fellows and staff, and research that ranges from studies on biodiesel and biohydrogen to vaccine development and the conservation of whales. As ASU’s first academic unit to fully reflect President Michael Crow’s integrated, interdisciplinary vision for the New American University, the School of Life Sciences offers active and evolving platforms for collaborative, cutting-edge research and faculty whose discovery is freed from traditional institutional boundaries.

Driving Requirement

Driving is not required for this position.

Location

Campus: Tempe

Funding

No Federal Funding

Important

Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

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