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Coordinator, Graduate Services

Basic Position Information

Job Code: 5060

Title: Coordinator, Graduate Services

Department: Various

Essential Personnel: N

Job Family: Enrollment Management

Job Sub-Family: Admissions

FLSA Classification: NE

Job Grade: 13

Grade Min: $47,731

Grade Mid: $57,277

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: In-Range

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

The Coordinator, Graduate Services serves as first point of contact for graduate students and provides information regarding various programs options within a college. Provides student support by moving them through the various stages of the graduate admissions process.


  • Develops and generates student leads for master's programs through various venues; face to face, phone, on-line and on and off campus events, as well as providing counseling on program benefits.
  • Plans, coordinates and conducts on and off campus recruitment programs for prospective students in consultation and collaboration with graduate program directors
  • Participates in the admission and application process by conducting preliminary interviews, processing applications with supporting materials monitoring progress.
  • Coordinates and/or assists in creating internal and external communications to new student leads, prospective students and admitted students; and resolves any problems as needed.
  • Builds rapport and maintains communication with prospective students regarding degree programs.
  • Maintains activity on prospective student contacts and application progress.
  • Represents the programs through various presentations and attended activities such as college fairs and community meetings.
  • Interprets the university, college, and program graduate admissions policies and procedures
  • Reviews, evaluates and/or codes applications for required documents for admissions process
  • Works together with the Graduate Program Directors and Curriculum Committees to maintain academic integrity, quality, and viability of graduate programs.
  • Assists program directors with Campus Solutions and Hobsons Radius
  • Liaises with the Office of Graduate and International Admissions and Graduate Program Directors on matters of recruitment, and graduate admissions
  • Administers and maintains the integrity of the student information system as it relates to potential and enrolled students
  • Meets established response time goals to matriculate prospective students to the enrollment stage
  • Acts as the main point of contact for all prospective and current graduate students
  • Advise, counsel and assist graduate students in registration and graduation application process
  • Monitor and track student progress (create and update degree plans)
  • Works to enhance graduate student retention
  • Audits graduation applications and degree

Marginal Duties

  • Provides support to staff members
  • May require regional travel
  • Performs other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • None

Delegation of Work:

  • N/A

Supervision Given:

  • N/A


Required Education:

  • Bachelor's degree

Required Experience:

  • Minimum of two (2) years of job-related experience


  • None Required

Preferred Qualifications

  • None

Knowledge, Skills and Abilities


  • Knowledge of computer systems/software's such as Microsoft Office including thorough understanding of CRM system


  • Candidates must have strong analytical and problem solving skills, as well as excellent interpersonal and communication skills
  • Excellent telephone etiquette skills


  • Ability to provide exceptional customer service
  • Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment at least 8 hours.

Physical Demands:

  • Work is normally performed in a typical interior work environment which does not subject the employee to any unpleasant elements. Position is physically comfortable; individual has discretion about walking, standing, etc. Work environment involves minimal exposure to physical risks.

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.


  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.


  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.


  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.


  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Student Advising/Assistance

  • Demonstrates the ability to advise and assist university students and/or prospective students with academic plans and course selection, financial options, career plans, and/or student opportunities.
  • Shares relevant knowledge and insight to apprise students of the university's programs and services.
  • Provides encouragement and guidance to foster student success.
  • Listens and responds to student requests and concerns with patience and understanding.
  • Treats students with respect.

Student Success Indirect Support

  • Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
  • Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
  • Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
  • Helps students build peer support networks.
  • Encourages student participation in out-of-class activities.
  • Provides encouragement and guidance to foster student success.
  • Treats students with respect
  • Maintains the learning environment to ensure quality and/or sound pedagogy.

This job description may not encompass all duties and responsibilities associated with the position.