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About the Position:
The Graduate Coordinator supports the Director of Graduate Programs in managing the daily operations and long-term planning of the Economics Graduate Programs Office. The Coordinator ensures that departmental policies line up with university and college requirements, facilitates communication among stakeholders, and provides key support in admissions, academic advising, graduate funding, and enrollment management.
This is a highly collaborative role requiring strong organizational, communication, and problem-solving skills. The Coordinator plays a central role in sustaining the effectiveness of our graduate programs and supporting our students' academic and professional progress.
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Responsibilities:
ACADEMIC AFFAIRS:
Current Students:
- Continuously update knowledge of academic policies and procedures and communicate to students and other members of the Economics Graduate Programs Office;
- Advise graduate students regarding all aspects of graduate student and university life including academic progress, degree requirements and deadlines, financial aid, career development, course registration, administrative policies and procedures, and housing;
- Effectively explain and interpret program, college, and university policies and procedures;
- Apply program, college, and university policies and procedures when auditing student status and academic progress;
- Advise students who are in jeopardy of termination from their program; and
- Submit appropriate paperwork to process students progress through the program.
Exams:
- Screen graduate students for exam eligibility;
- Determine dates of specific exams;
- Prepare exam announcements to notify registrants of dates, times, and location of exams;
- Arrange for appointment of faculty exam committees;
- Reserve suitable rooms for taking exams, set up exams in Canvas for electronic access by students on exam day, and prepare exam materials needed for exam day;
- Proctor examinations;
- Prepare students' completed exams so they can be accessible electronically by faculty exam committees;
- Maintain security of examinations prior to exam administration;
- Notify students, college, and Registrar's Office of exam results; and
- Update student files with exam result information.
Communication:
- Maintain graduate webpages on department website and Blackboard organization site so information and forms are easily accessible to students;
- Provide via website or Canvas the resources to help students develop and execute their program of study; and
- Maintain communication tools: listservs, email contact groups, emails, and advising schedule.
Graduate Course Scheduling:
- Collaborate with Director of Graduate Programs the strategic planning of graduate courses each semester to anticipate faculty leave, new courses, and field courses to ensure appropriate course offerings so students can complete their degree within their deadlines;
- At direction of Director of Graduate Programs, collaborate with Associate Chair (department Scheduling Coordinator) to establish each semester's graduate course offerings; and
- At direction of Director of Graduate Programs and Associate Chair, input graduate course offerings in the university's scheduling system.
Records Maintenance:
- Establish and maintain a procedure for storing student academic records, funding records, both electronic and paper systems;
- Ensure all student records are secured confidentially and handled according to FERPA guidelines; and
- Ensure all records are archived or disposed of according to University Policy 1102.
ADMISSIONS:
- Coordinate with college and university graduate admissions offices to ensure economics graduate programs application and admission requirements are correctly posted on websites and other university public sites;
- Respond to all initial inquiries by prospective students;
- Advise prospective students regarding application and admission process and requirements, and how to eliminate deficiencies prior to application;
- Act as liaison between applicants and university graduate admissions offices to ensure applications are processed in a timely manner and in compliance with university policies and procedures;
- Facilitate and coordinate applications for review by department admissions review committee;
- Coordinate all members of Graduate Programs Office to ensure accuracy and efficiency in the review of applications;
- Advise incoming students about registration procedures and first-year courses;
- Work with incoming students in preparing a program of study to establish a solid foundation to begin their graduate studies;
- Prepare admissions reports for Director of Graduate Programs based on data gathered from admissions databases;
- With Director, organize yearly departmental New Graduate Student Orientation;
- Liaison between incoming students and university/college units;
- Maintain confidentiality of applications; and
- Maintain record of applications.
ADMINISTRATIVE SUPPORT–GRADUATE PROGRAMS OFFICE:
- Assist and support the Director of Economics Graduate Programs with constructing, reviewing, and reforming program policies, processes and procedures to ensure the Economics Graduate Programs Office complies with college and university policies;
- Continuously monitor, explain, and interpret organizational policies and processes and brief the Director and other members of the Graduate Programs Office;
- Facilitate the flow of information among members of the Graduate Programs Office;
- Effectively communicate the Director's decisions to students, the Economics Department, college personnel, and other university units;
- Brief the Director on anticipated and expected commitments by the Graduate Programs Office;
- Confer with the Director regarding innovative strategic improvements and planning to sustain the efficient management of the Graduate Programs Office;
- Collaborate with the Economics Graduate Programs Assistant to ensure cohesiveness across daily operations of the Graduate Programs Office;
- Optimize resources to effectively meet goals;
- Serve as the first point of contact for the Graduate Programs Office;
- Maintain a variety of records (administrative, historical, funding, academic affairs, admission); and
- Prepare correspondence, forms, and reports.
ENROLLMENT MANAGEMENT:
Program Development:
- Assist the Director of Graduate Programs upon request with information, policies, and procedures needed for developing new programs or improving existing programs;
- Assist the Director of Graduate Programs with planning, implementing, and evaluating new programs and initiatives;
- Assist the Director of Graduate Programs with management of academic specific communications (digital and print marketing initiatives) to ensure alignment with university's strategic vision;
- Coordinate and collaborate as needed with college and university offices; and
- Meet with college and university offices during development of a program or new initiative to ensure alignment with economics graduate programs requirements.
Program Assessment:
- Assist the Director of Graduate Programs with collection of enrollment data to meet objective of enrollment goals;
- Maintain records and reports on performance measures of programs;
- Perform routine data analytics to improve student recruitment, enrollment, and retention goals;
- Respond to special requests by the department, college, and the university;
- Provide continuous and timely reporting to the Director of Graduate Programs and Department Chair;
- Assist the Director of Graduate Programs with the Annual Program Review and other Institutional Assessment and Reporting requirements; and
- Provide reports and respond to surveys from outside agencies (AEA, JEL, NSF, NAFSA, etc.).
GRADUATE STUDENT FUNDING:
- Assist the Director of Graduate Programs with the process of securing, maintaining, and processing funding for graduate students;
- Assist the Director of Graduate Programs with the identification of eligible students for funding;
- Assist the Director of Graduate Programs with the implementation of graduate student funding and assignments associated with funding;
- Collaborate with others who assist in processing graduate student funding by providing information on graduate students, and to ensure compliance with university/college policies and procedures;
- Facilitate funding offers to send to prospective awardees;
- Communicate with graduate assistants regarding their assignments; notify faculty of assignments;
- Provide information to sponsors as requested by the Director of Graduate Programs;
- Respond to inquiries by newly admitted students and continuing students seeking funding; and
- Review college and university policies, processes, and procedures; ensure compliance with all policies and procedures.
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