Graduate Programs Coordinator

Make a difference at one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences.

The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly’s deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation.

JOB TITLE

Graduate Programs Coordinator

JOB DESCRIPTION SUMMARY

Florida’s only public university exclusively teaching science, technology, engineering, and math (STEM) is looking for exceptional candidates to serve as the Graduate Program Coordinator.

Florida Polytechnic University’s Graduate Division seeks an experienced Graduate Division Program Manager to develop, execute, and monitor program initiatives and processes in support of University and Division goals and in compliance with regulations and institution policies. Presently, the University’s Graduate Division oversees four master’s degree programs delivered solely or in collaboration among four different academic departments. The student body is approximately 90 students and growing. The University offers 10-month and 16-month course-only and project tracks, and a 2-year thesis tracks for all its programs in Engineering, Engineering Management, Computer Science, and Data Science.

The Program Manager will support the Division Director (Vice Provost of Academic Affairs) and coordinate with academic department chairs and faculty on policy, curriculum, student management, assessment, and other activities essential to the efficient operation of the Graduate Division. Key responsibilities in this role include support for student academic progression by providing academic support and advising that fosters the development and educational goals of individual students, encouraging and assisting them toward the successful completion of degree requirements in a timely manner, and support and develop initiatives to foster graduate student culture at Florida Poly. The Manager also coordinates and facilitates the funding and funding processes for graduate students and their faculty advisors and facilitates recruiting and retention efforts.

JOB DESCRIPTION

RESPONSIBILITIES:

Specific responsibilities include the following, but may include other duties as assigned:

Direct Support of Graduate Program :

• Facilitate Graduate student application processes which currently has applications made that flow through admissions, decisions made by departments and formal notification provided by admissions.
• Facilitate tracking of graduate students as they flow through the graduate program. This includes insuring that they are assigned an advisor, that they are following an appropriate program plan that leads to timely graduation, that they meet appropriate milestones in their graduate program such as thesis proposal and defense.
• Streamline management of the graduate program by examining the various forms and processes used to follow graduate students and their progress.
• Work with the graduate program director, admissions, and the department chairs to produce an actionable graduate recruiting plan and ensure that this plan is executed.
• Work with Graduate program director and Provost office to set target financial aid levels to recruit and retain graduate students.
• Consider student programs and notify Registrar’s office when students have met all degree requirements and are eligible to graduate
• Communicate policies, timelines, and other relevant academic information to students, ensuring that core processes are initiated and completed in a timely fashion.
• Support International Students in collaboration with the registrar’s office and admissions with respect to VISA requirements.

Support of Sponsored programs as Related to Graduate Students :

• Work with Research and Sponsored Projects office to ensure all forms/documents are completed accurately and appropriate ties to funded projects are maintained
• Work annually with Research office and Provost office to set graduate support levels for sponsored projects in a manner that is consistent with institutional standards.
• Track as appropriate status of assistantships for students with research or teaching assistantship support.

Communication :

• Work closely with Registrar’s Office, University Admissions and Financial Aid, and all academic department chairs.
• Support the VPAA or Graduate Division Director in graduate student and program management.
• Acts as liaison between Graduate Program Director and graduate students; help to solve student problems/address student concerns.
• Support Industry Engagement as it relates to graduate students and the graduate program.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Advanced knowledge of MS Office; Word, Excel, PowerPoint, MS Teams.
• Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing, and typing.
• Excellent interpersonal relations, diplomacy, and networking skills.
• Demonstrated success in problem solving, critical thinking, effective multi-tasking, troubleshooting, decision making, attention to detail, and meeting deadlines.
• Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information.
• Ability to manage multiple tasks under pressure and to adapt to rapidly changing priorities.
• Exceptional skill in prioritizing workflow and managing resources.
• Ability to research and resolve office management problems and questions.
• Experience with financial management and budget preparation.
• Ability to work under pressure in a very busy environment and manage multiple initiatives that overlap in time.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree with 5-years’ professional experience within an Academic Affairs setting, or master’s degree with 3-years’ experience in an Academic Affairs setting.

PREFERRED QUALIFICATIONS:

• Master’s degree with five or more years similar experience in academic coordination and program management.
• STEM degree (s) from an accredited higher education institution
• Experience with financial management and budget preparation.
• Ability to work under pressure in a very busy environment and manage multiple initiatives that overlap in time.
• Any relevant education, certifications and/or work experience may be considered.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

• Must possess a valid driver’s license.
• This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04.
• This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE: This position is salary exempt. The normal work schedule is Monday – Friday, 8:00 a.m.-5:00 p.m., however, occasional overtime (weekends and evenings) may be required.

TARGET HIRING SALARY: $51,000 - $57,000, commensurate with experience.

APPLICATION DEADLINE DATE: The position is open until filled, however review of applications will commence immediately.

APPLICATION PROCESS: In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format):

• Cover Letter
• Resume

DIVERSITY STATEMENT:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

FLORIDA POLY BENEFITS INFORMATION

Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and workers compensation.

· Health benefits are administered through People First , on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility.

· Their Service Center is staffed Monday through Friday, from 8 a.m.–6 p.m. EST, at 1-866-663-4735.

SPECIAL INSTRUCTIONS REGARDING ATTACHMENTS:

Required attachments are listed on each posting. Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered.

An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.

All document(s) must be received on or before the closing date of the job announcements.

This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.