Graduate Program Coordinator
Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Two (2) years of full-time administrative experience (student experience may be considered). Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...)
Preferred Qualifications:
Experience in a student services @type setting within a higher education/academic environment (i.e. advising, Admissions, Financial Aid, Registrar, Counseling). Additional years of full-time administrative experience (3 ). Student academic advising experience. Experience coordinating a Graduate and/or Undergraduate Program. Experience working with one, preferably more than one, of the following systems: Slate, PeopleSoft, Oracle, Wolfmart, SBU Reporting, SOLAR, AccessVIS, 25Live, etc. Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork. Event planning experience.
Brief Description of Duties:
Working closely with the Program Director for Data Science (DAS), the DAS Graduate Program Coordinator will share responsibility for maintaining the overall academic integrity, quality and viability of the Masters and Doctoral Programs. The incumbent is responsible for providing continuous comprehensive assistance to graduate students from matriculation to graduation as per program guidelines.
The successful incumbent will have excellent interpersonal skills, exercising strong organizational skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. The successful incumbent should be comfortable interacting with individuals at various levels within an institution as well as the general public whenever necessary.
Program Coordination:
Responsible for coordinating all aspects of the program's academic administrative matters, such as academic planning, administering program policies/procedures, student recruitment, admissions, registration, financial support and advising; course catalog, department brochures, and grades reporting. As the primary liaison between students, internal faculty advisors/committees and external members, serve as point person and information source for all University and departmental policies and procedures relevant to the program.
Student Recruitment: Assist with activities related to attracting prospective students. Work in conjunction with the Program Director to design new methods to advertise and promote the program.
Admissions: Coordinate the programs admissions process, including but not limited to, applications, offer letters, committee decisions, etc.
Registration: Coordinate the program registration procedures. As needed, partner with Visa and Immigration Services regarding Visa appointments and processing. Override permissions to register students, when necessary. Closely monitor course enrollment. Provide resolution to course conflicts, monitor add/drop and section changes, and perform prerequisite screening.
Advising: Communicate on a regular basis about courses, degree requirements, and policies/procedures with students, program directors and/or others as per NYS guidelines. Act as liaison between student and Professors/Program Director. Monitor the progress of students toward degree completion, and perform related administrative, academic advisory, and editorial duties. Resolve problems with missing or incorrect grades on transcripts; remove advising holds. Send notification to students and online clearance of graduation candidates. Ensure students complete degree requirements and current university policies and deadlines are met.
Financial Support: Partner with Program Director, Department Chair, Faculty, and department staff to prepare and process all paperwork for graduate student financial support from all funding sources. Work closely with human resources to ensure appointment and benefit stability. Assist with spreadsheet and budget maintenance for graduate tuition scholarships, monthly rosters, and compliance with HR record management policies.
Program Support:
Work closely with the DAS Program Director, as well as faculty and Department Manager to improve the administration of the Masters and Doctoral Programs. Provide administrative support to the Program, attend meetings and assist in implementing decisions as well as coordinate any special projects.
Coordinate program degree requirements: Coordinate course substitutions, transfer course/credit evaluations and course registration permissions; review and forward to the appropriate professor with applicable supporting documentation. Coordinate new course approvals/revisions or deletions.
Assist the DAS Program Director and Department Manager, in the coordination of the departmental Fall/Spring/Summer session programs/classes and tentative year in-advance scheduling.
Manage course syllabi, course descriptions, grade change forms, teacher evaluations, and schedule classrooms for defenses and prelims.
Manage promotional material for the program (events, Orientation, website, Brightspace, marketing, etc.) and assist with any DAS Program events such as recruitment, orientation week, ceremonies and convocation.
Represent the DAS Program at meetings as needed. Interact with other University offices, e.g the Graduate School, Dean's Office, Registrar's Office, Student Accounts, VIS, and other academic departments as necessary.
Program Assessment and Evaluation:
Keep accurate and complete program and student records with adherence to FERPA regulations, from admissions through graduation clearance including demographic and career history. Provide reports, tuition rosters, and statistics, as needed, in support of program data, and program decisions. Oversee deployment of various assessment surveys, including surveys of students, graduates, alumni, employers, and instructors.
Other duties or projects as assigned as appropriate to rank and department missions such as providing back-up support for additional areas of the program or the main office.
Special Notes:
This is a part-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
This is a part-time position (.75 FTE) with the possibility of increasing to full-time based on enrollment and funding in the future.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .
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LI-TG1
Job Number: 2503658
Official Job Title: : Staff Assistant
Job Field : Administrative & Professional (non-Clinical)
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : Applied Mathematics and Statistics
Schedule : Part-time
Shift : Day Shift Shift Hours: : 9 am -3 pm :
Posting Start Date : Oct 24, 2025
Posting End Date : Nov 7, 2025, 11:59:00 PM
Salary: : $45,000 - $48,750 (@ .75 FTE)
Appointment Type: : Term
Salary Grade: : SL2
SBU Area: : Stony Brook University
Req ID: 2503658
