Graduate Programs Assistant
Job Description
Posting Number
PG194184SPInternal Recruitment
NoWorking Title
Graduate Programs AssistantAnticipated Hiring Range
Commensurate with education and experienced, up to $50,000Work Schedule
Monday - Friday, 8:00 am - 5:00 pmJob Location
Raleigh, NCDepartment
Graduate Programs and Postdoctoral Affairs in the College of EngineeringAbout the Department
The Graduate Programs Office in the College of Engineering (COE) is responsible for assisting Directors of Graduate Programs (and their Graduate Services Coordinators) with policies, requirements, and procedures of the Graduate School. We are charged with ensuring that all standards for accreditation are met, and with identifying new strategic opportunities, including international partnerships. Help (both financial and logistical) is given to departments to recruit new graduate students. Additionally, student appeals and requests are handled as needed.
We fund graduate students and provide support for activities and workshops that enhance and improve their education. We oversee graduate enrollment targets and admissions for the College of Engineering. We support efforts to broaden participation in graduate engineering programs.
We provide support for activities and workshops that enhance the experience of post-doctoral researchers in the College of Engineering. We support post-doctoral researchers in professional development and employment issues. We promote and recognize the excellence of graduate students and post-doctoral researchers in our programs.
Essential Job Duties
This position reports to and assists the Associate Dean for Graduate Programs and Post-Doctoral Affairs of the College of Engineering.
Job responsibilities include but are not limited to:
Assists the University Program specialist with daily activities as needed in the academic cycle. Example duties include: prepares fellowship offer letters; monitors graduate programs budget spreadsheets; collects applications for various fellowships and graduate assistantships; manages the graduate student award program; orders promotional items for internal and external recruiting fairs; maintains the non-recruiting budget spreadsheets; responds to COE departmental staff as needed; and processes payments for invoices, travel, advertisements.
Organizes and supports meetings and workshops for graduate students and post-doctoral researchers. Schedules rooms, coordinates with speakers and attendees, tracks registration, organizes food as needed. Works in collaboration with other Associate Deans and staff in the COE as needed.
Manages a budget (both expenditures and commitments), supporting activities that enhance students’ education supporting the CoE University Program Specialist in tracking budget expenses and balances. Prepares departmental student travel requests for the University Program specialist’s review and manages the timely distribution of funds.
Supports the Graduate Studies Committee. Establishes the meeting schedule for the Graduate Studies Committee throughout the year, schedules the meeting rooms or zoom events, solicits input for the meeting agendas, notifies and reminds committee members of upcoming meetings.
Assists the Master of Engineering program and supports the Director of Graduate Programs for the Master of Engineering Program. Responsible for the day-to-day management of the Master of Engineering Program. This includes pre-enrollment advising of students, problem solving, advising, and conducting orientation procedures. Serves as the liaison for the students to the University and College units. Has extensive interactions with the students. Tracks students throughout their academic careers. Records are checked to ensure that graduation requirements are met and that the students are aware of University deadlines. Organizes the Master of Engineering program graduation.
Assists the University Program specialist and Associate Dean with data mining activities for the Colleges ranking surveys including but not limited to class evaluations, tuition rates, GRE scores, and departmental contacts. Assists the University Program Specialist with preparing student related data for the graduate school pertaining to student status, fellowships and graduate assistantships. Supports the Associate Dean with Graduate admission and enrollment data.
Assists COE in promoting graduate programs and helping to recruit students. Maintains the CoE Graduate Program website, provides data to EOL to update their website. Provides course catalog update to the Graduate school as needed.
Other Responsibilities
Other duties as assigned.
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
- Strong verbal and written communication skills including the ability to effectively communicate with faculty, staff, and students.
- High level of motivation and ability to work effectively with faculty, students and other units on campus.
- Demonstrated attention to detail and strong organization skills.
- Ability to understand and follow policies, rules, and procedures such as those pertaining to student records.
- Experience with composing, editing reports, minutes and correspondence.
- Ability to maintain the day-day operations of an online graduate program and independently manage programmatic activities.
- Experience with the Microsoft Office suite, Google Drive (or similar software).
- Experience working with faculty and graduate or undergraduate students in a university environment.
Preferred Qualifications
- Experience with communicating with high level internal and external contacts.
- Demonstrated experience with data collection, reporting, and budget monitoring.
- Experience working with a student information system and familiarity with student records management, including applicable federal regulations that impact confidentiality.
- Experience with managing the day to day operations of a graduate program.
- Experience developing internal publications such as newsletters, releases, email announcements, planned publications, or on-line content.
- Graduate student recruitment experience, including the recruitment of underrepresented groups
- Knowledge of PeopleSoft (Student Information Systems and MyPack) or similar software.
- Experience with University policies, rules, regulations and college standard procedures
- Professional experience working with faculty and graduate or undergraduate students in a university environment.
- Experience supporting event planning and recruitment.
Required License or Certification
N/A
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
08/20/2024Earliest 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.)
08/27/2024Notice 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
In addition to your application please submit a resume, cover letter, and the contact information for at least three professional references.
Position Number
00105057Position Type
SHRAPosition Classification Band Title
Student Services SpecialistPosition Classification Band Level
JourneyPosition Classification Salary Range
$ 33,540 - $ 90,156Salary Grade Equivalency
GN07Alternate 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)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Other - As Required by SupervisorTime Limited Position
NoDepartment Id
140101 - College Of Engineering-dean'sAA/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.
*Please mention you saw this ad on UCareers.*
Be Seen By Recruiters at the
Best Institutions
Create Your FREE Profile Now!
University Jobs in Popular Cities
