Senior Graduate Academic Affairs Coordinator

Virginia AG; Fairfax, Northern (VA, KY); Hybrid; USD 62,000 - 66,000; Full time

Job summary

George Mason University is seeking a Senior Graduate Academic Affairs Coordinator to provide high‑level support to the Graduate Division. The role includes managing graduate academic policies, coordinating exception and appeal processes, and enhancing graduate workflows.

You will report to the Senior Director of Graduate Academic Affairs and Initiatives, collaborate across units, and ensure compliance with accreditation and university procedures while maintaining strict confidentiality of

Qualifications

• Bachelor’s degree in related field or equivalent experience.
• 2-4 years in a fast-paced office environment with strong stakeholder experience.
• Knowledge of policies, codes, regulations, rules, or laws.
• Ability to facilitate administration of processes and communicate effectively.

Responsibilities

• Lead review and processing of graduate student exceptions to policies and admissions.
• Manage appeals processes with faculty review committees and coordinate communications.
• Oversee records to ensure compliance with accreditation and university procedures.
• Coordinate graduate student leave of absence requests and document outcomes.
• Maintain confidentiality of student records and sensitive information.

Skills

Communication

Stakeholder management

Information gathering

Multitasking

Record management

Confidentiality

MS Office

Adobe products

Education

Bachelor’s degree

Master’s degree

Tools

SIS (George Mason)

Job description

Department: Academic Affairs

Classification: Education Support Spec 3

Job Category:Classified Staff

Job Type:Full-Time

Work Schedule:Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type:Hybrid Eligible

Sponsorship Eligibility:Not eligible for visa sponsorship

Pay Band:04

Salary:Salary commensurate with education and experience; salary range is between $62K - $66K

Criminal Background Check:Yes

About the Department:

Part of the Office of the Provost, under the Academic Affairs Division, the Graduate Division elevates Mason graduate education by augmenting the work of the academic units by increasing the impact of graduate students and programs, fostering a collaborative culture of academic excellence, and contributing to the research productivity and the workforce development appropriate to an R1 institution.

About the Position:

The Senior Graduate Academic Affairs Coordinator provides high-level support to the Graduate Division and its key constituent groups by managing graduate academic policies and procedures, coordinating student exception and appeal processes, and contributing to the development and enhancement of graduate academic workflows. This position reports to Senior Director of Graduate Academic Affairs and Initiatives.

Responsibilities:

Graduate Student Academic and Admission Actions:

• Lead the review and processing of graduate student requests for exceptions to academic and admissions policies, as well as academic appeals, ensuring alignment with institutional policies and guidelines;
• For complex exception cases, manage the full exception to policy process: review initial submissions using internal systems, identify and request additional documentation, conduct critical analysis based on policy criteria, and draft a comprehensive summary with recommendations for supervisory review and discussion. Prepare and deliver oral briefings, draft final decisions, and ensure timely communication with student, faculty, and staff, and maintain proper records of management;
• Manage the graduate student appeals process involving faculty review committees: conduct thorough review of student submissions, prepare and distribute materials, brief committee members on key issues, facilitate communication between stakeholders, and ensure timely resolution and notification of outcomes to students and stakeholders;
• Serve as the primary resource for inquiries related to academic exceptions and appeals, ensuring timely, accurate responses;
• Oversee internal record management processes so they are carried out in compliance with accreditation and university procedures and lead any needed enhancements;
• Manage graduate student leave of absence requests, including review of submissions, follow-up for additional documentation, eligibility evaluation based on academic policy, engagement with students and stakeholders as needed, and communication of outcomes using established workflows;
• Maintain strict confidentiality of all student records and sensitive information in accordance with university policy; and
• Utilize available data to support the supervisor in assessing implementation of new policies and procedures, and in identifying trends and gaps in policy exception requests.

Graduate Policy and Procedures:

• Contribute to the development of new and enhanced graduate student academic and admissions policies through review, issue identification, and assist in gathering input from stakeholders;
• Collaborate with graduate partners to ensure creation, implementation, and communication of procedures and processes that enhance the graduate student experience and assist in ensuring units’ compliance with existing graduate university, academic, and admission policies through analysis of available data and university engagement; and
• Work with the Graduate Division Operations team to identify and provide information relating to requirements, updates, and maintenance needs that ensure accurate graduate academic and admissions policy and procedures information is presented on relevant webpages.

Communication and Outreach:

• Assist with the development and implementation of relevant policies and procedures and the management of communication with all graduate policies and procedures;
• Contribute towards presentations and training related to graduate education of new faculty and staff through written and verbal communication;
• Serve as a primary liaison for academic units and administration on the use of systems related to graduate academic and admissions policies and procedures; and
• Chair college/school graduate academic affairs working group.

Technology Support and Data Management:

• Help monitor and evaluate the effectiveness of existing academic affairs technology and data management tools for operational efficiency;
• Collaborate with Graduate Division partners to support innovations in graduate academic electronic workflows and other related technologies to address graduate education needs across academic units and elevate the graduate student experience; and
• Help facilitate and participate in the testing of new technologies and processes. Engage with schools and colleges to gather feedback regarding impact.

Graduate Council Support:

• Support the planning and operations of the Graduate Council by coordinating key administrative functions, including the development and editing of policy documents, monitoring chat room questions and discussions, and ensuring meeting minutes are complete by assigned staff; and
• Ensure timely execution of follow-up actions, including catalog entries, and assisting in the development of the Council’s annual agenda in collaboration with the supervisor.

Required Qualifications:

• Bachelor’s degree in related field, or the equivalent combination of education and experience;
• Generally, 2-4 years experience as a professional in a fast-paced office environment, and strong stakeholder or customer service experience;
• Experience with policies, codes, regulations, rules or laws;
• Knowledge of and familiarity with applying policies and procedures to presented circumstances coupled with the ability to facilitate the administration of related processes;
• Knowledge of effective communication and stakeholder management techniques to professionally engage with a wide variety of stakeholders;
• Skill in information gathering, analysis, and clear, concise written and verbal presentation;
• Skill in operating applicable office equipment and software, including MS Office and Adobe products, and the ability to learn and utilize new technology;
• Skill in organizing, prioritizing, and managing multiple tasks concurrently in a professional setting to ensure timely completion that meets deadlines;
• Ability to proactively identify needs and assist in development and execution of solutions;
• Ability to produce high-quality, detail-oriented work independently and collaboratively; and
• Ability to manage information and records while maintaining confidentiality and compliance with requirements for student and Graduate Division materials and discussions.

Preferred Qualifications:

• Master’s degree in related field;
• Experience in higher education at the graduate student level;
• Experience with George Mason higher education student information and reporting tools;
• Knowledge of higher education academic processes and ability to communicate them;
• Knowledge and interest in issues impacting graduate education;
• Skill in data collection and assessment; and
• Demonstrated familiarity, skill, and interest in higher education operations and technology.