Graduate & Special Programs Operations Coordinator

If you have any questions about the position or our application process, reach out to us at [email protected].

Job Description

Job Summary

Oversee day to day administrative work and budget for the Office of Graduate and Special Programs. Process student applications. Work closely with the Director of Graduate and Special Programs on revenue projections, scholarship awards, policy reviews, and graduate program refinements. Work closely with the Registrar, Student Financial Services, Residence Life, International Students and Scholars, Office of Equity and Inclusion, and other offices to ensure integrated processes related to graduate programs. Coordinate interactions with graduate students and with faculty graduate advisers. Act as first point of contact and informal advisor to students. Schedule meetings and events. Maintain graduate program files and mailing lists. Prepare commencement materials, verify completion of degree requirements. Maintain graduate and special programs webpage.
 

Take appropriate actions to support a diverse workforce and participate in the College’s efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Program Oversight 50%

• Serve as the initial point-of-contact for matters pertaining to graduate and special programs, including contact for prospective students, alums, faculty in graduate programs, and informal advising for current students.
• Assist and communicate with graduate students and faculty graduate advisers.
• Collaborate with Registrar, Student Financial Services, Residence Life, International Students and Scholars, and other offices on campus to provide and receive information, ensure deadlines are met, and promote integrated processing of work related to graduate programs.
• Maintain relationships and integration between technology systems supporting applications, payments, financial aid awards, housing, and enrollment.
• Maintain graduate student demographic and contact information in the student information system, and review student registrations prior to census.

Administrative Support 50%

• Partner with the Director of Graduate and Special Programs on correspondence, budget planning and tracking, graduate application process, preparation for special events, orientation meeting, commencement and other graduate matters.
• Manage graduate application process, including acting as the software subject matter expert for Slate.
• Manage updates in Slate, partner with IT on training for faculty and other application reviewers.
• Stay up to date on Slate changes and upgrades, and act as user support for prospective students and faculty engaging with Slate.
• Maintain graduate student files, program files and mailing lists.
• Monitor completion of master’s theses and submit final theses to Libraries. Review/approve registration petitions, adds/drops, transfer credit.
• Process payments/reimbursements for student professional development, test fees, emergency funding.
• Complete annual graduate surveys.
• Maintain graduate and special programs webpage.
• Supervise student worker(s) for graduate programs. Manage hiring graduate students into positions on campus, including appointment letters, and entering and auditing pay in Workday.

Other Functions

• Perform other duties as assigned by management.
• All employees are expected to participate in the College’s efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

Bachelor’s degree, and three to five years of relevant experience in higher education, or the equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Experience with Slate and Workday.

Skills

Demonstrated organizational and interpersonal skills. Excellent oral and written communication skills. Strong budget management skills. Ability to keep organized records and track multiple projects and meet requested deadlines. Knowledge of Microsoft Office Suite and Google Suite required. Familiarity with Slate and Workday preferred. Good judgment and ability to maintain confidentiality and discretion.

You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

Position Type:

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts.  A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at [email protected].

As set forth in our mission and values, Smith College is committed to promoting a culture of  equity and inclusion among students, staff and faculty.  The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.