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Graduate Studies Coordinator

Employer
Virginia Commonwealth University
Location
Virginia, United States
Salary
Salary Not Specified
Date posted
Sep 12, 2022


Graduate Studies Coordinator

Virginia Commonwealth University School of the Arts (VCUarts)

Description:
The Graduate Studies Coordinator provides multi-faceted administrative support to the graduate programs across the School of the Arts, working under the direction of the Director of Graduate Studies.

Responsibilities include:

Admissions
- Coordinate in-person and virtual School-wide graduate recruitment events (Graduate Open House, Graduate National Portfolio Review Days)
- Serve as liaison between the School of Arts admissions office and graduate program directors regarding processes and procedures for reviewing applications to the graduate programs

Student advising support
- Ensure that all graduate students are appropriately enrolled in courses to meet the requirements of their degree
- Direct students to relevant university offices as needed, e.g., graduate admissions, financial aid, records & registration, global education
- Process Special Action Forms per request of graduate program directors
- Advise and assist current and potential graduate teaching assistants on processes and procedures related to their assistantship.
- Ensure that graduation candidacy forms, graduation applications, and electronic theses are submitted in a timely manner

Fiscal & HR
- Create award letters and oversee paperwork to be forwarded to the Graduate School to process tuition support for graduate assistantships, SCHEV Awards, and School of the Arts Graduate Studies Scholarships
- Coordinate with Human Resources to ensure that hiring process is completed in a timely manner
- Perform routine and monthly reconciliation of the Graduate Studies budget
- Process procurement payment related requests for Graduate Studies

Communications
- Liaison to School of the Arts Office of Communications for development of digital and print materials as well as social media associated with graduate program information, news and events
- Maintain database of current graduate students and their contact information
- Respond to graduate inquiries that come to artsgrad@vcu.edu as well as those inquiries that are graduate related that come to arts@vcu.edu
- Ensure that the graduate information on the website and in the admission portals is current and correct
- Provide relevant graduate student information to be included in the University and School commencement programs.
- Ensure that departmental graduate manuals are regularly updated to accurately reflect relevant university policies and procedures

Events
- Work with VCUarts Director of Events to plan and coordinate graduate social events

Other administrative responsibilities
- Provide administrative support for Graduate Research Grant submissions, proposal review and award process (including communications with awardees)
- Process graduate travel/research grant proposals
- Attend Graduate Studies Committee meetings and take meeting minutes as needed.
- Provide administrative support as needed to the Director of Graduate Studies generating or proofreading documents and fact checking
- Correspond with various offices within the Graduate School
- Research and compile statistical information for University Academic Reports
- Implement University policies and procedures of the Graduate School within the School of the Arts graduate programs
- Assist with projects related to streamlining, improving and documenting graduate processes (e.g., audits, creating and updating graduate manual, creating and updating graduate assistantship position descriptions, maintaining shared drives, entering assistantships and scholarships into existing database or creating a new one if needed)

Required Qualifications:
- Bachelor’s degree in the arts, humanities or education
- Excellent time management, organizational skills and attention to detail
- Excellent communication skills and ability to work effectively with student, faculty and staff
- Proficient in using Google suite, Microsoft Office suite, Adobe Acrobat
- Ability to work occasional evenings or weekend work (graduate events, admissions season)

Preferred:
- Master’s degree in the arts, humanities or education
- Experience in administrative support within an academic setting
- Experience working with university admissions
- Experience with Slate, WebAdmit and Slide Room
- Experience using Banner, Zoom, DocuSign

Application Deadline: The application review process is ongoing and will continue until the position is filled. For best consideration, applications are due September 26.

Salary Range: Commensurate with experience



Position Details:

Department: School of the Arts
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1.0
Exemption Status: Exempt







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