Graduate Academic Affairs Coordinator

Fairfax, VA
Commensurate with education and experience
Sep 17, 2023
Oct 05, 2023
Program Manager
Full Time
Graduate Academic Affairs CoordinatorThe George Mason University Office of the Provost Graduate Division, invites applications for a Graduate Academic Affairs Coordinator. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment.About the Department:The Graduate Division supports Mason graduate programs and ensures the academic success of more than 11,000 graduate students while upholding the quality and rigor of graduate education at Mason. Our Division, in conjunction with academic units and partners across our campuses, undertakes a myriad of functions to provide this support. These include facilitating curricular enhancements, administering graduate policies and procedures, and providing internal and external funding opportunities. As students join Mason's graduate programs, the Division collaborates with Academic Affairs, University Life, Faculty Affairs, Research, and other peers to provide a community of support and growth. Together, the Office of the Provost and academic partners enable graduate students to develop the academic skills and relationships needed to thrive while at Mason, become prepared for their future career, and respond to market demands and needs.About the Position:As a member of the Senior Associate Provost's team, the Graduate Academic Affairs Coordinator reports to and supports the Director of Graduate Academic and Student Affairs and provides assistance to the Graduate Division and the Division's key constituent groups. This includes, but is not limited to, academic units, graduate programs and students, and the public. The objective of this position is to support all the Division's graduate academic affairs initiatives and responsibilities including academic exceptions, appeals, and policies.Responsibilities:Graduate Academic and Student Affairs Support:Works directly with the Director of Graduate Academic and Student Affairs on all responsibilities related to reviewing and processing requests for exception to policies and academic appeals;Supports all aspects of the process including utilizing multiple electronic workflows to review initial submission and determining what, if any, additional information is needed, contacting relevant students, faculty, or staff to obtain any needed information, critically reviewing materials using relevant policy, reviewing criteria to write summary analysis for the Director with any recommendations or questions, presenting to the Director for discussion, writing, logging, and conveying decision to relevant parties, and electronically filing all materials;In appeals involving faculty review committee, convenes committee, prepares and sends student appeal materials, ensures that committee reaches decision, and student is notified in a timely manner;Responds to inquiries from students, faculty, and staff related to submissions;Assists in ensuring academic unit compliance with existing university and academic policies;Works with the Director to facilitate enhancement of graduate student academic policies;Works with the Director to prepare and organize templates for use in the lifecycle of the process; andMaintains strict confidentiality with all materials, especially those containing student personal information.Administrative and Communication Support:Serves as key team member of the Graduate Division and assists in all matters related to the operation of graduate academic affairs;Assists with meeting scheduling, calendaring of deadlines, graduate council planning, presentation, follow-up, and yearly strategic planning;Acquires detailed knowledge of relevant policies and procedures, scholarship program, Graduate Council operations, and communicates important information and updates to the university community; andThis function includes, but is not limited to, preparing and disseminating correspondence, uploading Catalog updates as required, reviewing and answering telephone and in-person inquiries, conducting student intake as needed, responding to internal and occasionally external e-mails, assisting as needed with disseminating information and convening graduate scholarship faculty reviewers, conveying professional and timely technical assistance to administrative units, graduate programs, Schools/Colleges, and students, creating as needed and overseeing case management and knowledge management processes, and preparing and providing requested materials for internal and external audiences.Technology Support and Enhancements:Works directly with campus partners and the Director to perform administrator functions to further maintenance and enhancement of academic electronic workflow systems. This includes processing and organizing materials, working with partners to identify needs, troubleshooting issues that arise, granting and removing employee access as needed, gathering requirements and data for new systems as needed, assisting with coordinating testing, deployment of new systems, assessment, and reporting;Assists as needed with managing, updating, and maintaining the application system for at least one scholarship program and processing of all tasks related to the program. This includes working with the vendor, but is not limited to, set-up of the application, organize the reviewing and selection processes, training faculty reviewers, contacting applicants, responding to inquiries, and maintenance of the system; andMaintains and updates the Graduate Division webpages relevant to academic affairs by ensuring procedural content is up-to-date and submitting updates as needed.Required Qualifications:Bachelor's degree in related field or equivalent combination of education and experience;Knowledge of graduate student policies and/or similar policies, codes, regulations, or laws with the ability to facilitate the administration of related processes;Knowledge of and familiarity with intake or customer service support procedures;Knowledge of technology that can be leveraged to further academic affairs priorities;Skill in critical thinking and analysis;Skill in document review and issue identification, management, processing, editing, and proofreading;Administrative skills including calendaring, email, student case, and records management;Interpersonal skills to communicate with and effectively provide assistance to a wide variety of stakeholders including students, faculty, staff, and members of the public;Skill in operating applicable office equipment and software, including MS Office and Adobe products;Skill in time management and attention to detail;Ability to write concisely and clearly;Ability to conduct intake and process, organize, and present submission materials;Ability to proactively plan out and anticipate needs;Ability to work effectively as part of a team as well as independently;Ability to organize work, multi-task, meet deadlines, and work in a professional setting;Ability to provide excellent administrative assistance to those who interact with the Division;Ability to professionally navigate crucial conversations with a wide range of stakeholders including students, staff, faculty, and the public;Ability to strictly uphold confidentiality and other compliance requirements regarding student and Division materials and discussions; andExperience in a fast-paced office and strong stakeholder service experience.Preferred Qualifications:Master's degree in related field or equivalent combination of education and experience;Experience in higher education;Experience in academic and student affairs;Experience in graduate education;Paralegal experience;Knowledge and ability to utilize higher education software and tools;Knowledge of higher education academic processes and ability to communicate them;Knowledge of and familiarity with technology that enhances academic processes and case management with the ability to support new initiatives through collaboration with relevant partners;Knowledge of issues impacting first-generation graduate students;Skills in data gathering; andAbility to administer appropriate support to large committees.

For full consideration, applicants must apply for position number 04026z at; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

"Great Careers Begin at Mason! George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education.Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at!George Mason University, Where Innovation is Tradition."

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

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