Graduate Services Coordinator
Full Time
Raleigh, NC
$31,200 - $83,866 a year
Posted
Job description
Job Posting Information
Posting Number
PG193126SP
Internal Recruitment
No
Working Title
Graduate Services Coordinator
Anticipated Hiring Range
$44,628 - $51,322
Work Schedule
Monday - Friday, 8:00 am - 5:00 pm; some flexibility expected
Job Location
Raleigh, NC
Department
Statistics
About the Department
The Department of Statistics at North Carolina State University was founded in 1941 by Gertrude M. Cox and is one of the oldest and largest statistics programs in the country. The Department has 40 faculty members, most of whom are housed in SAS Hall on the University’s main campus, and more than 260 undergraduate and 150 graduate students. We are the “birthplace” of SAS Institute, the world’s largest privately owned software company, and one which specializes in statistical applications. The Department maintains a close relationship with SAS and other industry partners through student programs and activities. The Department has expertise in a number of research areas (see https://statistics.sciences.ncsu.edu/research/research-areas/) and strong ties with the Data Science Academy (https://datascienceacademy.ncsu.edu/) and the Genetics and Genomics Academy (https://gga.ncsu.edu/) at NC State.
Our graduate program, which is the top producer of statistics PhDs, was recently ranked 11th in the nation and 28th in the world (see https://statistics.sciences.ncsu.edu/know-us/rankings-awards-stats/); we also have a thriving online master’s program. The primary function of the Department is to achieve outstanding research, teaching, mentoring, consulting and collaborations on campus and world-wide, within a cohesive and diverse department, where all students, faculty, and staff receive fair and equitable treatment.
Please visit https://sciences.ncsu.edu/about/strategic-planning/culture-charter/ for information on the College of Sciences Culture Charter.
Please visit https://sciences.ncsu.edu/about/strategic-planning/culture-charter/ for information on the College of Sciences Culture Charter.
Essential Job Duties
This position performs an advanced level in support of the operation of the Department of Statistics and the Graduate Program. This position must be able to maintain attention to detail; prioritize and meet deadlines; handle confidential matters accurately and discretely; work independently with high degree of accuracy and minimal supervision.
Job responsibilities:
Job responsibilities:
- Provide assistance to the Director of Graduate Program (DGP) with matters pertaining to the graduate program. (Sometimes there are Co-Directors of the Graduate Program.)
- Develop, demonstrate, and apply knowledge of the goals, policies and procedures of the Department, College, Graduate School, Admissions Office and Registration and Records.
- Serve as a resource for students and faculty, assisting them with requests and problems relevant to the graduate program or graduate appointments, providing information to students seeking employment.
- Manage graduate assistant appointments, including those through GSSP, and fellowships with minimal supervision providing reports to DGP on a regular basis. Process graduate appointments, fellowship awards and payroll actions prior to deadlines in accordance with the terms and conditions of the appointment or award letters. Provide all employment onboarding information and ensure the department remains in compliance with policies, rules, and regulations for hiring graduate assistants.
- Provide guidance to international students on policies, rules, and regulations and work with the Office of International Services to provide and disseminate information.
- Manage the Graduate Industrial Traineeship (GIT) appointments. Must maintain detailed records of industry agreements and work with the Business Officer and Advancement Office to insure proper invoicing and reconciliations. Provide reports to the DGP, the Business Officer, and College of Sciences Advancement Office.
- Manage graduate student records which include creating and maintaining student files, databases, spreadsheets and reports. Must be able to record, analyze, compile, summarize, and perform basic analysis of various sources of information as needed for the creation and maintenance of databases and spreadsheets and completion of reports.
- Assist with the recruitment and admission process by managing the flow of applications from initial inquiry through admission or denial decisions; responding to written, verbal or electronic request for applications; responding to inquiries giving prospective students information on the program, NCSU, and the Raleigh area that would lead prospective students to select the program; arranging travel, hotels and meals; and managing the graduate applications.
- Make travel arrangements and prepare pre-authorization for travel for DGP and Statistics graduate students. Upon completion of travel, collect receipts for reimbursements, prepare and enter reimbursement voucher into Financial System according to University policies and procedures and forward to the bookkeeper for processing.
- Provide assistance with the planning and scheduling of special events involving graduate students (orientation, visit day, etc.) and the preparation of announcements and other materials for these events.
- Coordinate, schedule, and set up for oral and written exams for students. When scheduling final oral exam, check that all courses of the Plan of Graduate Work have been taken or are in progress.
- Draft, compose and send type routine and general correspondence.
- Utilize personal computer to access e-mail, electronic calendars, and a variety of other software (Microsoft Word, Excel and Access, G-suite) programs to perform duties effectively and efficiently.
- Set up and maintain graduate files, reports and correspondence. Maintain records through filing, retrieval, retention, archival, storage, and destruction.
- Perform other departmental duties as needed or as priorities arise.
Other Responsibilities
- Other duties as assigned
Qualifications
Minimum Experience/Education
Bachelor’s degree; or an equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.
All degrees must be received from appropriately accredited institutions.
Other Required Qualifications
- Experience working with undergraduate or graduate students in an administrative support function or something similar
- Proficiency in Microsoft Word, Excel or similar software
- Applicant needs excellent interpersonal skills and good organizational skills. Verbal and written communication skills are essential
- Must be detailed oriented and self-motivated
- Must maintain confidentiality of student records and other data as directed
- Understanding of university policies and procedures for graduate students including, but not limited to, the Student Information System (SIS) and Graduate Student Support Program (GSSP)
Preferred Qualifications
- Knowledge of the university travel guidelines and procedures for the university, experience processing pre-travel authorizations and travel reimbursements for students and faculty
- Experience processing graduate appointments in the PeopleSoft HR system
- Working knowledge of PeopleSoft Financials
Required License or Certification
N/A
Valid NC Driver's License required
No
Commercial Driver's License Required?
No
Recruitment Dates and Special Instructions
Job Open Date
05/12/2023
Earliest Close Date- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)
05/17/2023
Notice to Applicants
Please make sure that the work history you list on your application is identical to the work history listed on your resume. The application must be filled out completely, do not use the phrase “see resume.”
Special Instructions
Please include as attachments a resume, cover letter, and contact information for at least 3 professional references.
Previous candidates do not need to reapply.
Previous candidates do not need to reapply.
Position Details
Position Number
00043196
Position Type
SHRA
Position Classification Band Title
Student Services Specialist
Position Classification Band Level
Journey
Position Classification Salary Range
$31,200 - $83,866
Salary Grade Equivalency
GN07
Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.0
Appointment
12 Month Recurring
Mandatory Designation - Adverse Weather
Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events
Non Mandatory - Emergency Event
Time Limited Position
No
Time-Limited Appointment Length (if applicable)
Is this position partially or fully funded on ARRA stimulus monies?
No
Department Id
178501 - Statistics
AA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
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