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.
Preferred Qualifications:
Master's Degree (foreign equivalent or higher) in Business or Higher Education Administration or another related field. Two (2) or more years of full-time experience in a student services setting within an academic environment (advising, admissions, financial aid, registrar, etc.), student experience may be considered. Outreach and recruitment experience for the purposes of increasing applicants, participants, or customer engagement. Experience coordinating a Graduate and/or Undergraduate Program, including course registration, application screening, or processing student employee paperwork. Experience working with one or more of the following systems: SLATE, ApplyYourself, PeopleSoft, Anthology, Oracle, DocuSign, data management systems. Experience with Research Foundation and/or SUNY policies and procedures.
Brief Description of Duties:
The Graduate Program Coordinator works closely with the Program Director responsible for managing the overall academic integrity, quality, and viability of the Degree Program. The incumbent is responsible for providing continuous comprehensive assistance to students from recruitment to matriculation to graduation for the Graduate programs of the Department of Mechanical Engineering.
The successful incumbent will have excellent interpersonal skills, exercising strong organizational skills with 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. They will provide advisement and academic support services for all Master's and PhD students, while providing administrative support to the Graduate Program Director, Department Chair, and Department Administrator, as relevant.
Student Services: Responsible for coordinating all aspects of the program's academic administrative matters, including academic advising, administering policies and procedures, recruiting new students, processing admissions, assisting with registrations, and processing student employee paperwork.
Student Recruitment: Manage all activities related to attracting prospective Graduate students. Work in conjunction with the Graduate Program Committee and Department Manager to design and implement methods of promoting the academic programs.
Admissions: Coordinate the graduate program admissions process, including tracking and screening applications, reviewing and responding to petitions, and informing students of committee admissions decisions. Process admissions offer letters and declaration forms.
Registration: Coordinate the graduate program registration procedures. Appropriately respond to and process student's course requests. Closely monitor course enrollment. Work closely with the Undergraduate Program Coordinator in relation to students applying for the accelerated BE/MS program.
Advising: Advise current and prospective students on an ongoing basis regarding courses, degree requirements, policies, and procedures. Act as liaison between students, faculty, and the Graduate Program Committee. Monitor the students' progress toward degree completion, and perform related administrative and advisory duties. Provide administrative support for graduate awards, scholarships, and fellowships. Process graduation clearances.
Student Employment: Appoint Graduate Assistants (GA), Teaching Assistants (TA), Research Assistants (RA), and Graduate Fellows using the correct funding sources and routing appropriately for approvals. Coordinate with Human Resources and the Graduate School as needed. Verify employment documentation.
Program Support: Work closely with the Graduate Program Director, Department Chair, and Department Manager to ensure the successful administration of the Master's and PhD programs in the department. Provide administrative support to the Graduate Program Committee.
Provide administrative support to implement new programs and courses, as well as existing program and course revisions.
Keep accurate and complete program and student records with adherence to FERPA regulation and in support of program decisions and assessments.
Schedule and announcing MS Thesis and PhD Dissertation proposals and defenses; process committee decisions with the Graduate School.
Schedule and track Qualifying Exams.
Generate Optional Practical Training (OPT) appointments, as well as Letters of Good Standing for Visa and SSA purposes.
Manage promotional materials for the Graduate programs in coordination with the department staff, the Dean's marketing team, and the Graduate School marketing team.
Assist with the planning and execution of events such as commencement, Graduate Research Symposiums, seminars, orientations, information sessions, and recruitment opportunities.
Represent the Graduate Program in meetings with other University offices such as the Graduate School, International Academic Programs, Visa and Immigration Services, the Registrar's Office, Student Accounts, and other academic departments.
Other duties as assigned as appropriate to rank and department mission.
Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.
In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.
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: 2600097
Official Job Title: : Staff Assistant
Job Field : Administrative & Professional (non-Clinical)
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : Mechanical Engineering
Schedule : Full-time
Shift : Day Shift Shift Hours: : 8:30 am - 5:00 pm :
Posting Start Date : Feb 2, 2026
Posting End Date : Feb 16, 2026, 11:59:00 PM
Salary: : $63,000 - $65,000
Appointment Type: : Temporary
Salary Grade: : SL2
SBU Area: : Stony Brook University
Req ID: 2600097
