(Hybrid) Graduate Programs Coordinator - Dean's Office - Eberly College of Arts and Sciences

The Office of the Dean in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for a (Hybrid) Graduate Programs Coordinator.

About the Opportunity

The Graduate Programs Coordinator supports the Eberly College Graduate Studies and serves as the primary liaison for ECAS graduate student services (>800 graduate students housed in 38 programmatic foci) within the college. This role assists in overseeing all aspects of the graduate student lifecycle, from admissions to retention/success and graduation certification, while ensuring compliance with university policies and deadlines. The position requires strong communication and organizational skills and involves close collaboration with the Associate Dean for Research and Graduate Studies, academic departments, students, and university offices to enhance the graduate student experience.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
  
• 13 paid holidays (staff holiday calendar)
  
• 24 annual leave (vacation) days per year or more based on years of service (employee leave)
  
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  
• WVU offers a range of health insurance and other benefits
  
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
  
• Wellness programs

What You'll Do

• Graduation and Records
  
  
  
  • Responsible for the proper routing, recordkeeping, and communication of graduation cycle timelines, ensuring alignment with WVU deadlines and timely adherence of ~800 graduate students across 38 programmatic graduate degrees and multiple graduate level certification programs.
  • Maintain a comprehensive, year-round academic database that tracks ECAS graduate student milestones and progress toward degree completion.
  • Oversee compliance and college-level retention of documentation related to graduate student candidacy, including verification of committee composition in accordance with WVU policy, as well as thesis/dissertation defense scheduling, defense outcomes, with university requirements and deadlines to ensure valid certification of graduate degrees.
  
  
  
  
• Graduate Student Services and Communication
  
  
  
  • Enhance service to the graduate student body by supporting clear and consistent communication and coordinated processes across the college.
  • Assist in developing and distributing meeting notes from monthly Graduate Director (GD) meetings to ensure alignment with college-wide timelines and expectations.
  • Prepare presentation materials for GD meetings and maintains an up-to-date overview of ECAS graduate program offerings to support recruitment efforts.
  • Contribute to the development, scheduling, and promotion of college-level professional development activities, including the planning of periodic workshops, events and a semester briefing newsletter tailored to graduate student retention and success.
  • Maintain an Eberly Graduate Directors listserv and create and periodically curate an Eberly Graduate Student listserv.
  • Collaborate with the Office of Graduate Education and Life to ensure compliance related to graduate assistant (GA) eligibility, including GPA requirements, language proficiency, and coordination of waiver types with the Eberly Business Office.
  • Support departments by helping streamline the admissions process and resolve application issues.
  • Maintain written records of probationary and disciplinary actions in student files.
    
  
  
  
  
• Graduate Assistantship and Merit-based Tuition Waivers
  
  
  
  • Support the implementation and coordination of tuition and merit waiver distribution with departments in alignment with college guidelines.
  • Serve as the primary point of contact for inquiries related to waiver eligibility and processing.
  • Process department allocated graduate assistantships and merit-based credit hour waivers.
  • Maintain accurate records of merit awards assigned to students and departments.
  • Verify ECAS college affiliation for students receiving tuition waivers through the Dean's Office.
  
  
  
  

• Bachelor's degree in a related field.
• A minimum of two (2) years of experience involving:
  
  
  
  • Experience working in academic affairs.
  • Professional administrative office experience, managing databases.
  • Experience in Microsoft Office Suite.
  • Ability to monitor and manage milestones, deadlines, and compliance metrics.
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Demonstrated excellent oral and written communication skills.
• Adherence to timelines and prioritization necessary for realizing those timelines.
• Demonstrated ability to effectively and respectfully communicate in controversial or adversarial situations.
• Demonstrated ability to prioritize responsibilities and initiate work accordingly.
• Ability to learn complex and varied curriculum.
• Ability to work with diverse populations in a multi-cultural environment.
• Ability to comprehend and successfully apply the West Virginia University guidelines for Graduate Admissions.
• Ability to comprehend, adhere and successfully apply the West Virginia University Graduate Assistantship and Fellowship Waiver forms and the Graduate Merit Tuition waiver forms.
• Demonstrated high level of ethics and integrity.
• Demonstrated ability to generate productive relationships with internal and external partners.
• Demonstrated knowledge of data gathering and analysis tools, techniques and processes.
• Demonstrated ability to accurately record keep, manage databases and create spreadsheets.
• Ability to manage content for presentations.
• Managing sensitive student and award information in accordance with FERPA and institutional policies.

Preferred Qualifications:

• Master's degree in a related field.
• Experience working at a 4-year institution of higher education.

• Resume Required.
• Cover Letter Preferred.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.