Position Title:Graduate Student Services Coordinator
Department:Graduate Studies and Research
Reports To:Dean, Graduate Studies and Research
Purpose of Position
Responsible for coordinating processes related to graduate admissions for masterÔ??s, specialist, non-degree and teacher certification students and graduate certificate programs (including international students). Responsible for advising students regarding graduate admissions to Texas A&M University-Commerce in accordance with university graduate admissions procedures, Texas Higher Education Coordinating Board regulations and procedures, and the Southern Association of Colleges and Schools criteria for accreditations.
- Determines admissions eligibility for post-baccalaureate and master’s & specialist degree seeking students using Graduate Council, departmental criteria, university graduate admissions policies, Texas Higher Education Coordinating Board regulations and procedures, and the Southern Association of Colleges and Schools criteria for accreditations.
- Evaluates international transcripts, diplomas, and marksheets through research to determine degree equivalency
- Reviews and evaluates test scores and domestic transcripts
- Responsible for the data entry of admission information into the Student Information System. Data entry involves entering information onto 18 separate screens. Responsible for the accuracy of information entered into the integrated software system.
- Processes admission deferrals
- Maintains knowledge of the Graduate Council, Coordinating Board, and Southern Association rules and regulations concerning the admission and residence of all graduate students.
- Evaluation and determination of student’s residency
- Maintains knowledge of the University, Immigration and Naturalization Services, and Coordinating Board rules and regulations, in regard to admissions decisions for international students.
- Communicates with all applicants in writing as to their admission status to assure that the applicants are notified about their status and options. Assures that the response time after receipt of the application is timely in order to increase the likelihood that the applicant will matriculate at this university.
- Communicates daily with prospective students, applicants, enrolled students, faculty, staff and administrators concerning graduate admission issues. This includes students based at the Metroplex Center, Navarro and Universities Center at Dallas. Requests come via telephone, walk-ins, mail and e-mail.
- Implements the cross-registration processes for A&M-Commerce with the Federation of North Texas Area Universities.
- Reviews and verifies requests for seniors in graduate courses
- Reviews and verifies requests for overloads from graduate students
- Reviews and verifies requests for graduate credit of 300/400 level courses
- Reviews and verifies requests for grade changes
- Manages the scanning, indexing and retrieval of all documents related to graduate admissions.
- Develops and modifies computer programs in order to obtain necessary statistics to make reports on admissions, enrollments, graduation, etc. and to maintain a database and to determine quality and productivity of graduate activities.
- Works closely with programmers in CTIS to develop processes and reports that use technology to effectively serve the graduate student population, i.e., electronic applications process, and electronic process to pay application fees on-line.
- Maintains a manual of processes that involves not only the data entry required for the Student Information System (SIS) but also the departmental and university regulations so that an informative and correct source is available to the staff of the Graduate School as well as the Graduate Services Coordinator.
- Participates in recruitment activities. Produces and updates graduate brochures, flyers, handouts and produces newsletters.
- Responds to initial inquiries concerning graduate studies in order to supply essential admission, program and registration information. Responsible for on-line inquiries and applications.
- Helps train and supervise student workers involved in day-to-day operations of the Graduate School and the scanning process used to file and index student documents, records and correspondence.
- Works closely with Dean to resolve student requests by researching, recommending actions and drafting communications.
- Promotes the well-being of the office by cross-training with co-workers, briefing co-workers on current activities, updating computer skills, keeping file up-to-date and problem solving.
Contributes to the effective team management of all relevant problems, issues and opportunities.
This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.
Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible. Consideration will be given on a case by case basis and reassignment of marginal duties will be made when appropriate.
Knowledge & Skill Requirements
Requires BachelorÔ??s degree (eight (8) years related experience will substitute for degree). BachelorÔ??s degree in Business preferred with four (4) years business related experience. Requires advanced knowledge in word processing, spreadsheet, imaging applications, verbal skills, and organizational skills. Knowledge of university procedures, Coordinating Board regulations and Southern Association criteria.
Supervision of Personnel
Graduate Assistants and Student workers