Graduate Program Coordinator - Stony Brook Medicine : Job Details

Required Qualifications (as evidenced by an attached resume):Bachelor's Degree (foreign equivalent or higher). Two [2] years of full-time administrative experience. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...) Preferred Qualifications: Experience in a student services type setting within a higher education/academic environment (i.e. advising, Admissions, Financial Aid, Registrar, Counseling). Additional years of full-time administrative experience (3+). Student academic advising experience. Experience coordinating a Graduate and/or Undergraduate Program. Experience working with one, preferably more than one, of the following systems: Slate, PeopleSoft, Oracle, Wolfmart, SBU Reporting., SOLAR, AccessVIS, 25Live, etc. Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork. Event planning experience. Brief Description of Duties: Working closely with the Program Director, this position is responsible for maintaining the overall academic integrity, quality and viability of the Degree Program. The incumbent is responsible for providing continuous comprehensive assistance to graduate students from matriculation to graduation on courses as per program guidelines. The successful incumbent will have excellent interpersonal skills, exercising strong organizational skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. The Program Director also notes that the successful incumbent should be comfortable interacting with individuals at various levels within an institution as well as the general public whenever necessary as is having experience effectively multi-tasking in a fast-paced, dead-line driven environment with a high degree of accuracy and organization.

• Program Coordination: Responsible for coordinating all aspects of the program's academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, admissions, registration, financial support, and advising; course catalog, department brochures, and grades reporting. As the primary liaison between students, internal faculty advisors/committees and external Program members, serve as point person and information source for all University and departmental policies and procedures relevant to the program. Monitor Gradcoordinator email account. Manage ECEGRAD groups update every semester. Manage all aspects of 3 secondary graduate certificate programs: enrollment, withdrawal, degree clearances.
  • Student Recruitment: Assist with all activities related to attracting prospective students. Work in conjunction with Program Director to design new methods to advertise and promote the program, as well as enhance the diversity of the student body.
  • Admissions: Coordinate the department admission process, including applications, petitions, and informing students of committee decisions. Process admission offer letter and declaration form.
  • Registration: Coordinate the department registration procedures. As needed, partner with International Academic Programs & Services regarding VISA appointments and processing. Complete all VIS requests: I-20 updates, change of program updates, CPT and OPT. Process student's request to register for course forms. Override permissions to register student when necessary. Closely monitor course enrollment. Provide resolution to course conflicts, enter master scheduling of courses on-line, monitor add/drop and section changes, place reserves and wait-lists as appropriate, and perform prerequisite screening. Works closely with appropriate parties in relation to those students entering the sequential program.
  • Advising: Act as liaison between student and Professors/Program Director. Monitor the progress of students toward degree completion, and perform related administrative, academic advisory, and editorial duties. Prepare candidate files for Program Director's perusal for graduation. Resolve problems with missing or incorrect grades on transcripts; remove advising holds. As requested, provide the Program Director with administrative support for university awards, scholarships, and fellowships. Send notification to students and on-line clearance of graduation candidates. Ensure students complete college requirements and current university policies and deadlines are met.
  • Financial Support: Partner with the Program Director, Department Chair, Faculty and ATC to prepare and process all paperwork for graduate student financial support from all funding sources, including State, Research Foundation, Stony Brook Foundation and Fellowships. Work closely with Human Resources to ensure appointment and benefit stability. Maintain spreadsheet and budget for Graduate Tuition Scholarships for fall and spring semesters. Research payroll Roster: Ensure all faculty and students have signed the monthly roster and comply with HR records management policies.
• Program Support: Work closely with the Program Director, Department Chair, Faculty, and Program Committee to improve the administration of the Program in the Dept. Provide administrative support to the Program Committee, their meetings and in implementing their decisions as well as coordinate any special projects as needed such as mentoring.
  • Coordinate transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation. Oversee program degree requirements. Coordinate new course approvals/revisions or deletions. Assist as needed, in the coordination of the department of the department Fall/Spring/Summer session programs/classes and tentative year in-advance evaluations.
  • Manage course descriptions, grade change forms, teacher evaluations.
  • Manage promotional material for the program (Open House, Orientation, website, Brightspace, newsletter, marketing, etc.) and assist, as needed, with any Program events such as Commencement, recruitment, and ceremonies.
  • Represent the Program at meetings as needed. Interact with other University offices as needed, i.e. the Graduate School, Dean's Office, International Academic Programs, Registrar's Office, Student Accounts and other academic departments as necessary.
• Records: Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, program decisions.
• Student Appointments: Recruit, approve, process and supervise all Federal Work Study and student assistant appointments. Approve hours in SOLAR as needed. Pickup paychecks, meet and greet visitors as needed, direct telephone calls and questions to the proper person. Maintain office inventory, Wolfmart orders for supplies. Key requests and key orders.
• Providing back-up support for additional areas of the program or the main office.
• Other duties or projects assigned as appropriate to rank and department mission.

Special Notes: This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA. In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly. For this position, we are unable to sponsor candidates for work visas. Resume/CV and cover letter should be included with the online application. Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) ###-#### or visit OEA. In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here. Visit our WHY WORK HERE page to learn about the total rewards we offer.