Communication Skills, Credit Analysis, Data Management, Detail Oriented, Documentation, Faculty Administration, Higher Education, Information Technology & Information Systems, Maintain Compliance, Multitasking, Onboarding, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Project/Program Management, Record Keeping, Spreadsheets, Team Player, Time Management, University/School Policies, User Documentation, Writing Skills
Graduate Program Administration
- Coordinates doctoral defenses; processes required program forms; maintains accurate student records; tracks academic milestones; manages onboarding, progression, and graduation-related administrative processes; ensures timely and accurate flow of information between students, faculty, and the Graduate College.
Operational Systems & Compliance
- Uses UAccess, GradPath, and other systems to track student progress and manage program data.
- Ensures program adherence to Graduate College policies, accreditation expectations, and internal procedures. Maintains templates, guides, and checklists that support efficient and consistent program operations.
Faculty & Partner Collaboration
- Serves as the primary administrative resource for faculty on timelines, requirements, and processes.
- Coordinates documentation and approvals related to committee formation, transfer credit reviews, and doctoral milestones.
- Collaborates with the Graduate College and campus partners to resolve procedural issues.
Communication
- Prepares and distributes program communications, including timelines and reminders.
- Responds to student inquiries regarding administrative steps, documentation, and deadlines. When questions require academic guidance, refers to Faculty Advisor.
Other
- Recommends workflow improvements.
- Assists in onboarding new staff.
- Contributes to OSAA's collaborative and student-centered culture.
- Participates in all OSAA student‑related events, including Convocation, Honors Mixer, and Admitted Students Day, even when doctoral students are not involved.
Knowledge, Skills, and Abilities:
- Knowledge of higher education administrative processes and graduate program operations.
- Knowledge of student information systems, workflow tracking tools, and data management practices.
- Strong written and verbal communication skills, including the ability to convey information clearly and professionally.
- Skilled with spreadsheets, databases, and digital organizational tools.
- Effective time management skills with the ability to balance multiple priorities and deadlines.
- Skilled in identifying inefficiencies and contributing to process improvement.
- Ability to collaborate effectively with faculty, staff, and campus partners.
- Ability to maintain confidentiality, professionalism, and composure in a fast paced environment.
- Ability to apply empathy, cultural awareness, and OSAA values when engaging with colleagues, faculty, and students.
- Ability to adapt to evolving systems, procedures, and institutional expectations.
- Demonstrated ability to manage high-volume administrative processes with accuracy and independence.
- Knowledge of administrative systems, databases, spreadsheets, and standard office software.
- Strong organizational skills, attention to detail, and ability to manage multiple priorities.