Graduate Education Coordinator / Office Supervisor III
Job no: 961315
Work type: Support Staff
Pay Grade: 12
Major Administrative Unit / College: College Of Arts And Letters
Department: Al Dean Administration 40000794
Sub Area: APSA- Pro Supervisory
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Professional Supervisory- APSA, Full Time (90-100%), Union
Working/Functional Title
Graduate Education Coordinator
Position Summary
This position serves as the graduate education coordinator on the Academic Operations (AO) team for administrative, financial support, graduate education management and supervision centralized support in the College of Arts & Letters as well as a member of the college graduate education leadership team. Manages the college graduate education operational activities, degree requirement compliance, graduate college policy and procedure creation and implementation, graduate career plan milestone and RECR guidance, Associate Dean of Research and Graduate Education support and advisement, oversight of all college graduate education programmatic needs, college alignment with central graduate education requirements, supports recruitment and funding opportunities, onboarding coordination for college Graduate Studies Directors, and academic system management within Campus Solutions and Slate; supervisors, trains, mentors direct report support staff; provides administrative support for multiple stakeholders across the college including the Associate Dean of Research and Graduate Education; communicates clearly and effectively, both verbally and in writing, on behalf of college administration and graduate education central offices.
Graduate Education College Coordination (35%)

• Primary college contact for solving graduate career student scenarios
  • Degree compliance, College compliance, Graduate School compliance
• Supporting the online and RBI programs within the academic student guidance and marketing sphere to align with AACC, state, and federal requirements
• Coordinates Graduate Recruitment practices with units
• Supports AO Admin colleague in oversight of degree audit process and conferrals for the whole college
• Assists and advises Academic Operations colleagues on graduate education needs, relevant trainings, and team goals and growth to support the graduate career students
• Supports Graduate Education Fiscal Officer on graduate funding initiatives, tracking, and process improvement
• Audits academic calendar timeline and creates annual graduate education deadlines, initiative creation, and AO team guidance
• Audits GradPlan (Campus Solutions) Milestone process and requirements for the college
• Maintains and guides AO team on RECR (Campus Solutions) process
  Supports Academic Operations Director in graduate education process improvements based on data and program analytics

Graduate Education Administrative Coordination (30%)

• Coordination on process improvement, policy adherence and implementation, and strategic academic planning for graduate education needs
  • Develops and implements relevant policies for the college
• College coordination for Graduate Program Director onboarding, support, and policy & system training and workshop offerings
• Gathers information and develops college based graduate education determinations, decisions, and recommendations in consultation with the Associate Dean for Graduate Education
• Supports Associate Dean of Graduate Education with Grad Approvals and Slate College Approval and CAL Slate Workflows

Graduate Education Programmatic Needs (20%)

• Graduate Student Affairs for a college level program
  • Admissions
    • Point of contact for the online admissions database (Slate); provides guidance to the Associate Chair and/or Director(s) of Graduate Studies.
    • Coordinates and advises on graduate application process through Slate, including creating and maintaining unit specific application workflow process
    • Liaise with the Graduate School and the Admissions Office to develop effective admissions practices (Plan specific: MA, MFA, PhD, and Certificates)
  • Degree Plan Guidance
    • Performs and oversees graduate program degree audits, including course directives (appropriate course plan and requirement association), confirming curriculum alignment and requirements, making subplan changes, specializations, dual graduate degrees, degree milestones, etc., and working with graduate advisors, graduate program directors, and students to get students ready for degree conferral.
  • Graduate Program Support
    • Supports enrollment management and academic plan alignment (doctoral credits, master's thesis or research credits, credit alignment with comprehensive exams, and credit application within plan status) for graduate students in conjunction with the program(s)mission and vision for student success
    • Primary manager of student academic records including assistantship, funding, academic plan, course, milestone, and examination data
  • Program Support
    • Collects, interprets, and disseminates information related to graduate programs and departmental policies; advises the Chairs, Associate Chairs, Director of Graduate Studies, and the students.
    • Processes [major] plan changes for programs and students and verifies curricular and academic requirement alignment
  • Funding Support
    • Coordinates with the Office of Financial Aid, Student Accounts, and Central HR on aid eligibility, cost of attendance increases, award status, late fees, proper plan coding, tuition waivers, health insurance, residency status, and other issues as they arise.

Supervision (15%)
•Supervise, train, troubleshoot, mentor, coach, and develop 2 members of the Academic Operations team; serves as back up and support across the team when needed.
•Conducts annual performance reviews, goal setting, and professional development planning for support staff
•Assists in the long-term planning of team personnel, career opportunities, and structure with the fellow AO supervisors
•Supports team training, initiatives, and aspirations in conjunction with the AO Team Lead and AO Fiscal Officer Admin
•Monitors and approves time reporting for direct reports
This is an on-campus position with possibility of a hybrid work schedule.
Unit Specific Education/Experience/Skills
Knowledge normally acquired in the first two or three years in college, technical, vocational or business school in Business and Office Management; three to five years of related and progressively more responsible or expansive work experience in supervision, office management, budget preparation, financial and administrative record-keeping; experience in word processing, spreadsheet, database, desktop publishing, and/or web page design or presentation software; or in performing responsibilities related to the operational activities of the employing unit; and may require one to three years supervisory experience; or an equivalent combination of education and experience.
Desired Qualifications
Bachelor's degree in business or related field, experience as a budget/financial manager in a higher education academic department or program; experience with academic human resources, personnel management, supervision of support staff, and graduate level academic program support; experience supporting multiple administrators/programs; demonstrated excellence in communication, organizational, and interpersonal skills and ability to interact with varied constituents in a timely courteous and professional manner; ability to handle multiple tasks, details, and prioritize work; experience or knowledge of MSU payroll systems, course scheduling, Campus Solutions, Slate, reporting tools and EBS SAP system; experience with Microsoft 365 including Outlook, Word, Excel, Access, Power Point, Teams, OneDrive; understanding of what it means to work with collaborative tools in a digital environment; ability to interpret information in order to coordinate projects and respond to questions; demonstrates a work orientation that includes problem solving, teamwork and adaptability to change, focus on service and continuous learning for self-improvement.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Required Application Materials
Cover Letter
Resume
List of References
Work Hours
STANDARD 8-5
Website
https://cal.msu.edu/
Bidding eligibility ends on 6/25/2024 at 11:55 PM
Advertised: Jun 19, 2024 Eastern Daylight Time
Applications close: Jul 9, 2024 Eastern Daylight Time