Graduate School Services Coordinator

3 weeks ago

Spartanburg, United States Converse University Full time
SUMMARY OF POSITION:

Jenzabar and Registration Coordinator: builds courses for Education, Leadership, Marriage and Family Therapy and off campus professional development and grant courses. Liaison among faculty, districts, and registrar's office.

Budget Manager: Maintains all GS budgets for Converse campus & UCG campus. Processing of appointment letters each term for Graduate and Adjunct faculty. Maintain all RTT funds and purchasing of items with these funds. Purchasing of all office supplies. Maintain funds for all School grants.

Maintain the budget and purchasing for Kappa Delta Pi.

Office Manager: Helps new faculty with setting up of their offices. Help get new adjuncts complete documentation to get approved for each course they are to teach on campus or online. Handle any requests that come through for office equipment, work orders, etc.

Off Campus contract courses registration and billing Coordinator: pulls online off campus course registrations, register these students in the classes, also process paper registrations along with collecting any $35 registration fees that are due, send the canvas list for each GT course to Canvas director, bill the district for these courses, and process final evaluations that come in for these courses.

On Campus Project Coordinator: helps with getting On-Campus Adjuncts approved, assists with ATHENA Summer Academy for Gifted Students, assist with Gifted Grant courses (such as: registrations, final evaluations and grades) and other grant projects. Coordinates services for the Administrators Academy and any other cohort groups. Supervises Graduate Assistant & Student Worker for GS.

Grant Coordinator: Works for PIs on Graduate School Grants including the SCDoE Gifted and Talented Grant and, if awarded, the CHE Center of Excellence grant. This involves additional budgeting, procurement, scheduling, and liaison work. CHE grant involves working with 8 school districts.

ESSENTIAL DUTIES/ NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

50%

  • Building courses for Education, Leadership, Marriage and Family Therapy and off campus professional development and grant Liaison among faculty, districts, and registrar's office.
  • Balancing the GS budgets (purchasing, submitting check requests, submitting petty cash requests, establishing budget areas and allocations).
  • Meet with Dean and Chair periodically to determine budget
  • Maintain and order all office supplies for the Graduate School
  • Preparing appointment letters each term for faculty and adjuncts and send the report and signed letters to payroll.
  • Pulling and receiving off campus registrations and processing them (enrolling students, withdrawing students)
  • Assisting off campus instructors with issues they may have with entering grades, withdrawing students, etc.
  • Building Canvas list for each off-campus course to send to IT and Canvas Director
  • Billing districts for off campus courses and documenting payments received
  • Working with grant PIs providing services and being a liaison with school districts
  • Coordinating off-campus projects such as camps and academies

20%

  • Updating of Graduate Catalog (work with numerous departments to collect this information)
  • Updating of Graduate Handbook
  • Help new getting new adjuncts approved for on campus classes
  • Help in maintaining student files
  • Provide continuing education verification for SCDoE

15%

  • Work with Director of Teacher Education & Placement Coordinator in maintaining and updating Teacher Education Handbook
  • Pull Praxis Scores and Tests from ETS
  • Do certificates and update plaques for Awards Day
  • Maintain the budget for Kappa Delta Pi & enrollment
  • Maintained various Grant Budgets including Gifted Camp
  • Three weeks of summer Gifted Camp support

15%

  • Supervise Graduate Assistant and Student worker for GS
  • Maintain Faculty and Adjunct files to ensure compliance with SACSCOC
  • Assistant with new professors in get required technology and supplies ( such as: keys, computers, phone, etc.)
  • Report necessary web updates for GS departments to communications department
  • Help update program worksheets as needed
JOB QUALIFICATIONS:

Minimum qualifications: 60 hours of college coursework in accounting, high school diploma with additional certification or training and experience in an office environment

Preferred Qualifications: Bachelor's Degree with at least 2 years' experience working as an administrative assistant or coordinator, preferably in higher education environment

Knowledge/Skills/Abilities: Proficient with Microsoft Word, Excel, Jenzabar, Google email and Google Drive. Strong interpersonal communication skills. Organization and ability to prioritize tasks. Ability to work independently. Ability to maintain numerous budgets.

GUIDELINES AND SUPERVISION:

Ability work independently. Complete tasks in a timely manner and able to prioritize jobs.

Work Schedule: Monday-Thursday 8:00am-5:00pm & 8:00am - 1:00pm Friday

DISCLAIMER: The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

We believe that a diverse faculty and staff are essential to achieving academic excellence; thus, we strongly encourage applications from candidates from all racial, ethnic and cultural backgrounds.

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