Key Responsibilities and Required Skills for Graduate Program Coordinator

🎯 Role Definition

The Graduate Program Coordinator is a pivotal administrative professional who serves as the primary liaison between graduate students, faculty, and the university administration. In this dynamic role, you will manage all operational aspects of a specific graduate program, including student recruitment, admissions processing, academic advising, event planning, and records management. You are the go-to resource for students, providing guidance and support throughout their academic journey. The ideal candidate is an empathetic problem-solver, a meticulous planner, and a proactive communicator dedicated to fostering a supportive and thriving academic environment.

📈 Career Progression

Typical Career Path

Entry Point From:

Academic Advisor
Admissions Counselor
Administrative Assistant (Higher Education)
Program Assistant

Advancement To:

Assistant/Associate Director of Graduate Programs
Program Manager, Academic Affairs
Director of Student Services
Registrar or Admissions leadership roles

Lateral Moves:

Undergraduate Program Coordinator
Student Affairs Specialist
Career Services Advisor
Financial Aid Counselor

Core Responsibilities

Primary Functions

Serve as the primary point of contact for prospective and current graduate students, providing comprehensive guidance on program requirements, curriculum, policies, and university resources.
Coordinate the entire admissions lifecycle, including processing applications in systems like Slate, corresponding with applicants, organizing faculty review committees, and disseminating admission decisions.
Manage and maintain all graduate student records, ensuring accuracy and confidentiality, and track student progress toward degree completion.

Advise students on academic requirements, course registration, scheduling, and degree milestones, helping them navigate their academic path successfully.

Plan, promote, and execute key program events, including new student orientation, recruitment fairs, information sessions, workshops, and graduation ceremonies.
Collaborate with the Program Director and faculty to schedule courses, update curriculum information, and prepare materials for academic catalog and website updates.
Facilitate communication between the program, students, faculty, and other university departments, distributing crucial information via newsletters, emails, and social media channels.
Monitor student academic standing, proactively identifying at-risk students and connecting them with appropriate support services and faculty advisors.
Process and manage essential student-related administrative forms, such as petitions, leave of absence requests, and applications for graduation.
Assist the Program Director in monitoring the program's operational budget, including tracking expenditures, processing reimbursements, and providing reports.
Oversee the administration of graduate assistantships, fellowships, and scholarships, including a-coordinating a selection processes and communicating award details.
Provide comprehensive administrative support to the Program Director and program faculty, including scheduling meetings, preparing reports, and taking minutes.
Manage and update the graduate program's website and social media presence to ensure information is current, accurate, and engaging for prospective and current students.
Coordinate the thesis and dissertation submission process, ensuring students meet all formatting requirements and deadlines set by the graduate school.

Secondary Functions

Support the program's accreditation and periodic review processes by gathering data, compiling reports, and organizing documentation.
Develop and maintain an alumni database and engagement strategy to foster a strong professional network for current students and graduates.
Participate in departmental and university-wide committees related to graduate education, student services, or administrative processes.
Assist with the onboarding of new faculty and teaching assistants, providing them with information about program policies and procedures.
Gather and analyze program-level data on admissions, enrollment, retention, and time-to-degree to support strategic planning and program improvement.
Liaise with the university's career services office to coordinate professional development workshops and networking opportunities for graduate students.
Stay abreast of best practices and emerging trends in graduate education administration and student support.
Contribute to the development and refinement of program policies and student handbooks.

Required Skills & Competencies

Hard Skills (Technical)

Student Information Systems (SIS): Proficiency in systems such as Banner, PeopleSoft, or Campus Solutions for student records and registration.
Admissions/CRM Software: Experience with CRM platforms like Slate, TargetX, or a similar system for managing the admissions funnel.
MS Office Suite: Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook for data management, reporting, and communication.
Budget Management: Experience with tracking expenses, processing financial paperwork, and assisting with budget preparation.
Data Analysis & Reporting: Ability to compile, analyze, and present program data to support decision-making.
Website Content Management: Basic skills in using CMS platforms like WordPress or Drupal to update web content.

Soft Skills

Exceptional Communication: Superior written, verbal, and interpersonal communication skills to effectively interact with students, faculty, and staff from diverse backgrounds.
Organization & Time Management: Ability to manage multiple complex projects simultaneously, prioritize tasks, and meet strict deadlines in a fast-paced environment.
Problem-Solving & Critical Thinking: Proactive in identifying issues, analyzing complex situations, and implementing effective solutions.
Attention to Detail: Meticulous approach to managing student records, admissions data, and administrative processes to ensure accuracy.
Empathy & Student-Centered Focus: A genuine commitment to student success and well-being, with the ability to advise and support students with patience and professionalism.
Discretion and Confidentiality: Proven ability to handle sensitive information and student records with the utmost discretion and in compliance with FERPA.
Adaptability: Flexibility to navigate changing priorities, policies, and technologies within a university setting.
Collaboration & Teamwork: A strong team player who can work effectively with faculty, administrators, and other staff to achieve program goals.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Master’s Degree in Higher Education Administration, Counseling, or a related field.

Relevant Fields of Study:

Education Administration
Counseling
Student Affairs
Business Administration
Communications
Public Administration

Experience Requirements

Typical Experience Range:

2-4 years of professional experience in an administrative or student-facing role, preferably within an academic institution.

Preferred:

Direct experience in higher education administration, program coordination, or academic advising.
Demonstrated experience working directly with graduate or professional students.
Familiarity with the unique challenges and lifecycle of a graduate student, from inquiry to alumni status.