Graduate Programs Coordinator (7404)



Summary/Objective

This Graduate Program Coordinator is the principal point of contact for current, prospective, and alumni graduate students within the Masters of Arts in Teaching (MAT) and Special Education programs, which are two of the five graduate programs offered in the School of Education (SOE), including those in traditional partnership and online programs. This position is student-facing, monitoring students from prospective status to post-graduation to increase enrollment and enhance program quality. This position maintains an in-depth knowledge of, and is able to communicate with all stakeholders details about the SOE graduate programs, university regulations, and academic and graduation requirements in order to ensure that graduate students and our alumni have accurate information and guidance. This position is responsible for developing and regularly documenting student programs of study, maintaining student enrollment data, and assisting with the development of the SOE schedule based on these enrollment needs. The Graduate Program Coordinator must be very detail-oriented, able to multitasks and respond to students and other program stakeholders in an accurate and timely manner.

Students in the Teacher and Special Education Programs must meet state certification requirements. As a result of SOE's accreditation from CAEP and Specialty Professional Associations in each area of teacher licensure, each student must be individually evaluated and cleared for teacher certification, along with meeting the degree requirements. This affects procedures for admission, program completion, and graduation clearance. This position facilitates the completion of forms to facilitate matriculation to graduation for the MAT and Special Education graduate programs. Attention to detail is imperative in the position.

Essential Functions
  • Student Affairs and Advising - Advise and assist students in academic affairs, including course sequencing, registration, academic program planning, change in status, academic support needs, questions regarding changes, degree audits, questions about finances, and graduation. Requires an in-depth understanding of the program goals, outcomes, schedule of courses, and requirements. Work with program directors to manage programs of study, authorize registration approval each semester. Address and resolve problems or concerns raised by faculty, students and staff and other third parties regarding registration, scheduling, finances, student/accounts billing by communicating, reviewing, researching, and providing solutions to issues and concerns. Maintain a strong working knowledge of all University policies and regulations with a focus on graduate academic regulations relative to students and faculty. For online programs, collaborate with members of the Post- Enrollment Services team at third party to support student experience. Communicate with students and the program director about program activities, including program requirements, schedules, events, alumni placement as well as registration and graduation procedures. Provide regular updates on student issues and progress. Maintain accurate records using university systems including tracking students’ graduation plans and documenting leaves of absence, withdrawals and other student status issues.
  • Course Scheduling, Production & Management – Working with the program director, document annual programs of study for the unit, including the number of students planning to enroll in each course each semester and assist with the development of the SOE schedule based on these enrollment needs. Requires a knowledge of the schedules of courses, requirements, and progression of enrollment procedures. Ensure that students are enrolled into the correct courses and sections to allow them to complete programs of study and receive financial aid. Input and update students of program of study in Goed or other university system. In consultation with the School of Education Dean’s Office, identify schedule issues and conflicts for resolution. Maintain a list of required courses offered each semester and ensure that all courses and sections of courses are created, offered, and enrolled in prior to the start of each semester.
  • Application Administration - Receive and process all graduate applications for the program and communicate with the program director about the status of students in each phase of the application process, including prospective, incomplete and complete applications for application review. Coordinate the evaluation and decision process for graduate student admissions and merit and scholarship awards with the program director to ensure quality candidates are selected.


Essential Functions (continued)
  • Recruiting and Marketing - Collaborate with Program Directors and SOE leadership to market the programs to appropriate groups. Identify markets for recruitment of students and maintain relationships with those organizations, institutions, and outlets. Recruit students for designated programs and communicate and collaborate with program directors about all recruitment activities. Assist the program directors with the creation of a marketing plan and implement recruitment strategies by coordinating recruitment events, maintaining and improving program websites, updating marketing materials, supervising campus visits, managing program advertisement, and maintaining a consistent and effective social media presence for the programs. Provide detailed information to prospective and incoming students on the admission requirements and application procedures. For online programs, the Graduate Program Coordinator works with the Senior Coordinator for Admissions and Onboarding.
  • Activities and Events - Coordinate and facilitate all SOE student service functions including, but not limited to, open houses (on-campus and virtual), graduate acceptance day, program orientations, events for current students, alumni events and other program events. With the input of the program director, develop, review, produce and distribute handbooks for each program, and maintain all required handbooks and other program documents in Goed. Coordinate the SOE graduation reception with the other program coordinators. Supervise work-study and graduate students (in coordination with the program directors) trained in reception and general support, to ensure competence in carrying out duties for events in recruitment and retention activities in each of the programs. Facilitate regular communication in the form of newsletters, social media postings, and events to increase community within programs, and in alignment with university procedures.

  • Reporting and Administration – Under the Direction of the Dean, Associate Dean, Assistant Dean, and program directors, provide data for reports on SOE students to internal as required. Communicate weekly with program directors and the Assistant Dean on all activities and student services. Maintain and update reports in appropriate university systems including faculty scheduling, student course performance, course development reporting, and student engagement responses from surveys. Assist the Dean and directors of Teacher Education and Special Education program with the preparation of reports to the DC government, federal agencies, and non-governmental oversight agencies.



Position Type/Expected Hours of Work
  • Full time
  • Non-Exempt
  • Coordinator/Analyst B


Required Education and Experience
  • Bachelor's degree in education or related field
  • 3-5 years of relevant experience in academic advising or other academic program support work experience
  • Skill using Microsoft Office suite including Outlook, Word, PowerPoint and Excel to develop and maintain databases, develop briefings, presentations and reports and conduct data analysis
  • Skill using social media tools and technology for program and/or organizational marketing and outreach
  • Exceptional communications skills are critical as public speaking will be an important component of the position
  • Ability to provide high levels of customer service and exercise tact and diplomacy while interacting with student, faculty, university staff and peers on sensitive matters
  • Must be very detail-oriented, able to multitasks and respond to students and other program stakeholders in an accurate and timely manner
  • Exemplary time management and multi-tasking skills
  • Exemplary organization skills
  • Excellent interpersonal skills and strong team-oriented mindset


Preferred Education and Experience
  • Master’s degree preferred
  • Skill using survey applications (Survey Monkey/Qualtrics), data reporting systems such as Microstrategy BI and academic course management systems preferred

  • Skill using CommonSpot, InDesign and/or Photoshop for web design and marketing preferred

  • Skill using Ellucian/Colleague, CRM Recruit/Advise software or other academic CRM preferred



Additional Eligibility Qualifications
  • Hiring offers for this position are contingent on successful completion of a background check


Benefits
  • Click here to learn about American University's unique benefit options.


Contact Us:

For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively 'Protected Bases') in its programs and activities.

Nearest Major Market: Washington DC

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