Graduate Programs Coordinator

Graduate Programs Coordinator

Position Title  | Graduate Programs Coordinator
Position Type  | Regular
Job Number  | SA60324
Full or Part Time  | full-time 40 hours weekly
Fair Labor Standard Act Classification  | Non-Exempt
Anticipated Pay Range  | $26.29 - $28.27

Pay Range Information  | Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Job Description Summary  | The Graduate Programs Coordinator provides comprehensive administrative and operational support for all graduate programs within Wilkinson College. Under the supervision of the Director of Operations and in close collaboration with each Program Director, the Coordinator helps facilitate the day-to-day operations of the college’s graduate programs. This position supports student services, recruitment and communication, event coordination, and financial tracking, ensuring that each program is equipped with the tools and information it needs to succeed. The Coordinator also serves as a liaison with university offices and provides responsive support to both current and prospective graduate students.

Responsibilities  | Graduate student support and program coordination Coordinate the daily administrative functions for all graduate programs in Wilkinson College. Collaborate with each Program Director to support the unique needs of their program and help ensure their success. Create and maintain key operational resources, including the graduate programs webpage, program forms, and handbooks. Partner with the Manager of Career Development and Alumni Relations to support graduate student career development. Provide guidance to graduate students on registration, course planning, and internship processes. Support Program Directors and faculty with program-related information, including student enrollment, scheduling, course syllabi input, catalog updates, application tracking, deadlines, and contract processing. Coordinate the annual graduate student orientations, and other academic and professional development events and opportunities Supervise and coordinate all graduate student workers supporting the various graduate programs, including assigning tasks, approving timesheets, monitoring performance, and ensuring hours remain within budgetary limits while maintaining accurate documentation of their activities 

Recruitment, admissions, communications, and events Serve as liaison with the Office of Graduate Admissions and the Office of Graduate Education Support recruitment and marketing efforts in partnership with the Office of Graduate Admissions, Strategic Marketing and Communications, and the Office of Graduate Education. Respond to inquiries from prospective students and represent Wilkinson College at graduate and career fairs. Facilitate communication with internal and external stakeholders about graduate program offerings. Coordinate logistics for graduate program events, including information sessions, professional development workshops, guest lectures, and academic conferences. Maintain and share accurate information about programs through appropriate channels and platforms.

Reporting, budget, and financial support Compile reports on graduate program activities, enrollment, and outcomes for the Dean and Program Directors Track budget activity and coordinate with the Office of Graduate Financial Aid on fellowship and scholarship awards. Support Program Directors with budget planning and help ensure funds are used effectively and within university guidelines and fiscal policy. Prepare and process financial paperwork such as student reimbursements and other expenses. Engage in opportunities for individual professional development, including attending conferences and participating in webinars to learn best practices for advancing graduate programs Perform other duties as assigned.

Required Qualifications 
Bachelor’s degree or equivalent combination of education and experience. Minimum of 3 years of administrative, operational, program coordination, or student support roles in higher education. Demonstrated knowledge of graduate academic program structures, student support needs, and higher education policies. Ability to learn and apply program-specific requirements, deadlines, and academic procedures. Experience providing responsive, accurate, and professional communication to diverse stakeholders, including prospective and current students, faculty, staff, and external partners. Strong communication skills with attention tone, clarity, and detail. Ability to collaborate effectively with faculty program directors, university offices, and campus departments. Working knowledge of university systems and tools such as PeopleSoft, Slate, Microsoft Office Suite (Word, Excel, Outlook), and web-based content systems. Basic understanding of financial and budget processes; ability to monitor spending, track expenses, and process reimbursements. Skilled in organizing events, managing timelines, coordinating logistics, and maintaining accurate records. Strong analytical and problem-solving skills, with the ability to evaluate data, synthesize information, and make informed recommendations. High degree of professionalism, discretion, and commitment to maintaining confidentiality and supporting inclusive practices. Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities under tight deadlines. Commitment to continuous professional development and interest in staying current on best practices in graduate education.

Desired Qualifications 
Master’s degree in a related field. Experience coordinating graduate academic programs, including work with syllabi, course scheduling, and faculty support. Familiarity with Chapman University systems, policies, and procedures. Experience supporting or participating in student recruitment, events, or marketing

Special Instructions to Applicants  |
Minimum Number of References  |
Maximum Number of References  | 

Pre-screening Questions

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Applicant Documents

MAIN CAMPUS
One University Drive
Orange, CA 92866
(714) 997-6815

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Irvine, CA 92618

© 2019 CHAPMAN UNIVERSITY

Contact Us
Office of Human Resources
One University Drive
Orange, California 92866
TalentServices@chapman.edu
 
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.