The Graduate School is seeking a Graduate Student Services Coordinator. This is a full-time (1.0 FTE), 12-month, fixed term professional faculty position. Reappointment is at the discretion of the Associate Director of Operations.
The Graduate School's primary missions are to advance graduate education, to assure quality and unquestionable standards in graduate education and to promote the integrity of approximately 80 graduate programs and the individuals participating in them. To this end, the Graduate School initiates and enforces appropriate regulations, policies and procedures; coordinates programs, courses, admissions standards and degree requirements; and certifies and awards all graduate degrees. The Graduate School maintains records of approximately 3,700 active, 4,000 inactive and 8,000 prospective graduate students. Additionally, this unit is responsible for the review, approval and maintenance of several thousand graduate faculty records. By its very nature, the Graduate School's role is central to the mission of Oregon State University.
The person in this role uses knowledge of Graduate School processes and policies and overall university services to assist graduate students with academic progress and related life concerns. This person provides an ongoing point of contact from application for admission through commencement, helping applicants and students negotiate university systems and anticipate or mitigate potential negative outcomes of academic actions. Requires sensitivity to cultural diversity.
This position will provide services and administration of activities that contribute to student success and retention (full graduate student population) and will also perform daily tasks to process full life-cycle of admissions to degree certification (assigned group of students).
20% - Monitor Program Activities:
Monitors academic milestones on a quarterly basis and provides reports to Deans. Establishes and maintains procedures to identify students exhibiting low grades, under-enrollment, lack of timely progress to degree or other problems; meets with students and/or program directors to develop action plans. Collaborates with the leadership team of the Graduate School to develop retention activities and design community building events and practices to improve student retention and improve degree completion rates and time-to-degree.
20% - Provide Students with Advice and Direction:
Maintains positive, proactive relationships with students, faculty and staff. Acts as a subject matter resource to graduate community. Explains, interprets and consistently applies detailed policies and procedures; independently resolves problems or negotiates solutions; refers students as appropriate. Investigates and resolves difficulties related to leaves of absence, dismissals and other student issues. Reviews credit overload, late add/drop petitions and other actions that affect registration and billing and advises students of potential complications/costs due to status changes. Assists students with billing, awards and disbursement questions. Develops web content and guides for students and staff as needed.
5% - Coordinate Service to Graduate Students:
Meets regularly with staff of student services and enrollment management departments to assure relevant and optimum services are available for graduate students. Participates in policy/process discussions within the Graduate School to assure that complexity of student needs is understood.
5% Student Success Programming/Research
Assists with design and delivery of programming to improve student success, such as workshops, focus groups, surveys, needs assessment/gap analysis.
Position Duties (continued):
10% - Evaluates Master's and Ph.D. Programs of Study for current Students/Processes and Approves documents:
Reviews programs of study and transcripts to determine whether program and Graduate School requirements have been met. Reviews transfer courses and documents approved transfer work. Contacts students and program staff to resolve program of study problems; places holds on registration until issues are satisfactorily resolved.
15% - Audit Student Files and Approve Program Events:
Performs final audits of student files and approves the scheduling of all major program events related to graduate education, including doctoral preliminary oral exams and masters and doctoral final written or oral exams. Determines acceptability of student's committee by confirming graduate faculty status and role of committee members. Independently approves or denies requests for substitution of committee members. Informs student and academic department in writing of program deficiencies that must be resolved prior to scheduling exams.
10% - Certify Graduate Degrees:
Verifies successful completion of program of study and required exams. Approves electronic theses submission if applicable. Audits and certifies degrees and records completion in student records. Adds final documents to electronic records.
10% - Evaluate Domestic Admissions Credentials:
Processes and evaluates applications for which graduate programs recommend admission. Calculates GPA to ensure OSU standards are met. Calculations may be from universities with a variety of grading systems, calendar years, etc. Confirms authenticity of documents provided by applicants. Updates database records, triggers communications to applicants and program faculty. Prepares contested files for additional reviews. Assures that current/former OSU undergraduate students are eligible to begin graduate study; works closely with Registrar's staff, programs and students to allow smooth transitions to graduate student status. All work performed under deadline pressures.
5% - Other duties as assigned:
Likely to include assistance with commencement and other student and applicant special events.
Working Conditions/Work Schedule:
Occasional evening and/or weekend work required
Bachelor's degree or equivalent combination of education and experience in a related field.
Two years of experience serving students in an academic or enrollment services setting.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
Preferred (Special) Qualifications
Master's degree in relevant field.
Demonstrated ability to communicate clearly and concisely.
Ability to analyze and explain accounting records, i.e. student bills and award disbursements.
Experience writing and analyzing reports.
Experience explaining and consistently applying complicated policies.
Demonstrable commitment to promoting and enhancing diversity.
Scholarly Outcomes for Position (academic faculty only)
Indicate how you intend to recruit for this search:
Competitive / External - open to ALL qualified applicants
For Full Consideration Date
Recommended Full-Time Salary Range
Salary is commensurate with education and experience.
A demonstrable commitment to promoting and enhancing diversity is:
A preferred qualification
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1) A resume/CV that includes the names of at least three professional references, their e-mail addresses and telephone contact numbers (upload as "Other Document" if not included with your resume/vitae).
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
For additional information please contact:
OSU is an affirmative action/equal opportunity employer.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
"In order to receive full consideration for this position, your application must be received by 09/27/2013."
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