Full Time 40 hours Grade 051 The Institute of Optics Responsibilities General Purpose: The Graduate Coordinator manages all aspects of the Ph.D. and Masterâ™s programs in the Institute of Optics and the MS Co-op Program, from recruitment of incoming students to the advising of current students. The position interfaces with the graduate Studies Office (GSO) and many other departments to ensure effective day-to-day operations of the Graduate program. The coordinator operates with minimal direction from the Graduate Chair, Department Chair, and Department Administrator. Responsibilities: Admissions and Incoming Students: In partnership with the Director of Graduate Enrollment and the GSO for Arts, Sciences, & Engineering, Manage the graduate application process by monitoring online applications through the application system (Slate), corresponding with prospective students and coordinating individual visits for candidates as required. Maintain continuity of review process from year to year, coordinate faculty access to material, and communicate updates on functions and features of Slate. Support the departmentâ™s Graduate Admissions Committee, and maintain accurate notes with regard to decisions made and the timely communication of decisions to GSO by following specific procedures. Serve as the departmental spokesperson at meetings with the Dean of Graduate Studies, specifically the Graduate Administrative Support Team monthly meetings Prepare and submit special fellowship applications to internal University Offices and external agencies for additional funding. Prepare all necessary paperwork (e.g. student registration forms, visa, etc.) for incoming students. Conduct department graduate orientation session, prepare associated materials, assist with completion of paperwork, and inform students of policies and procedures. Student Support: Commit to understanding and meeting the unique needs of students by providing advising support to current graduate students, while demonstrating a high level of skill in resolving student situations and directing academic-related queries to the appropriate academic advisor. Advise students of policies and procedures, and monitor student registration to ensure that proper course enrollment and degree requirements are met. Prepare and assist with drop/add forms, coordinate first-year exam schedules, and compile exams from faculty. Assist students in the submission of Ph.D. /M.S. thesis defense paperwork. Maintain complete, current, and confidential department files for each graduate student and database. Create, change, and maintain graduate program posters, bulletins, and brochures for distribution internally at the University. Create and submit new course and course change forms. Compile data and complete various program surveys. Initiate, prepare, and approve verification of status, enrollment, graduation data, and stipend levels as requested. Initiate and process appointment/reappointment forms, visa applications for international students while maintaining confidentiality of all information. Create and maintain a database of graduate student data, including statistics, application information, and academic progress. Attend and support advisory committee meetings, qualifying exams, and seminar presentations. Other Duties: Maintain the Institute of Optics Graduate Handbook for faculty and staff. Assist in the coordination of departmental seminar program. Maintain alumni database in conjunction with the Alumni Advancement Office. Prepare and review departmental graduate student statistics for submission to various agencies/news outlets (e.g. NSF, ASEE, and US & World News Reports) in conjunction with the ASE Institutional Research Office. Qualifications: College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Prefer Bachelorâ™s degree with three to four years of experience in Admissions, student services, or working with graduate programs; or an equivalent combination of education and experience. Marketing experience is beneficial.
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