Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Demonstrated high proficiency and professional experience using word processing, spreadsheets, electronic communication, and internet applications (including Microsoft Word, Excel, PowerPoint, and Google Apps such as Docs, Sheets, Slides, Drive, Calendar, Gmail, etc.).

Preferred Qualifications:
Experience working in a student services setting within a higher education or academic environment (e.g., Advising, Admissions, Financial Aid, Registrar, Counseling). Experience in student academic advising. Experience coordinating or supporting a Graduate and/or Undergraduate academic program. Familiarity with one or more of the following systems: Slate, PeopleSoft, Oracle, Wolfmart, SBU Reporting, SOLAR, AccessVIS, 25Live, etc. Knowledge of Research Foundation/SUNY policies and procedures. Experience handling visa/immigration documentation. Experience with budgets, student contracts, account reconciliation and/or procurement. Event planning experience.

Working closely with the Program Directors and the ATC, the graduate program coordinators' position supports the academic administration, integrity, and quality of the Graduate Programs in the Department of Materials Science and Chemical Engineering. The incumbent provides ongoing comprehensive support to graduate students throughout their academic journey, from matriculation to graduation, ensuring alignment with program requirements.

• Program Coordination:
  • Coordinate all academic administrative functions of the Materials Science and Chemical Engineering programs, including academic planning, policy implementation, student recruitment, admissions, registration, financial aid, and advising. Maintain and update materials such as the course catalog, department brochures, and grade reports. Serve as the primary liaison among students, internal faculty advisors/committees, and external stakeholders, providing guidance on University and departmental policies. Monitor the graduate program email accounts. Oversee the accelerated BE-MS and BS-MS programs, managing recruitment, admissions, enrollment, withdrawals, graduation, and degree clearance processes.
    • Student Recruitment: Support efforts to attract prospective students. Collaborate with the Graduate Committee to develop strategies for promoting the program and increasing student diversity.

    • Admissions: Administer the admissions process, including handling applications, petitions, and applicant communications. Issue admission offer letters and manage declaration form processing.

    • Registration: Oversee registration procedures for the department. Liaise with International Academic Programs & Services for visa-related matters. Process VIS requests such as I-20 updates, program changes, CPT, and OPT. Manage course registration requests and overrides. Monitor course enrollment to ensure timely processing of tuition waivers, resolve registration issues, enter course schedules online, and manage add/drop and section changes. Coordinate registration for students in sequential programs.

    • Advising: Serve as a liaison between students and faculty or Program Directors. Track student progress toward degree completion, perform academic advising tasks, prepare graduation files, and resolve grade discrepancies or holds. Provide administrative support for scholarships, awards, and fellowships. Notify students of graduation eligibility and submit graduation clearance.

    • Financial Support: Collaborate with Program Directors, the Department Chair, Faculty, and ATC to process financial support documentation for graduate students from multiple funding sources (State, Research Foundation, Stony Brook Foundation, Fellowships). Coordinate with Human Resources to ensure appointment accuracy and benefit coverage. Maintain financial records and spreadsheets for Graduate Tuition Scholarships. Manage the payroll roster, ensuring compliance with HR policies.

• Program Support:
  • Partner with Program Directors, the Department Chair, ATC, and Graduate Program Committee to improve program operations. Support the Graduate Program Committee with meeting logistics and implementation of decisions. Assist with special projects, including mentoring initiatives.

  • Coordinate course transfer/credit evaluations and manage course registration permissions.

  • Oversee the approval and revision of degree requirements and courses.

  • Support the planning of Fall, Spring, and Summer sessions and annual course scheduling.

  • Manage course descriptions, grade change forms, and teaching evaluations.

  • Create and maintain promotional materials (Open House, Orientation, website, Brightspace, newsletter, marketing) and assist with events such as Commencement, recruitment, seminars, and ceremonies.

  • Represent the program in meetings and collaborate with University offices such as the Graduate School, Dean's Office, International Academic Programs, Registrar's Office, VIS, Student Accounts, and other departments.

• Records:
  • Maintain accurate student and program records from admission to graduation in compliance with FERPA. Provide data and reports related to tuition, enrollment, and program decisions.

• Build Alumni Relations:
  • Coordinate alumni engagement for graduate students by organizing networking events, facilitating mentorship connections, and promoting ongoing communication with alumni.

• Provide back-up support for other areas of the program or the main office as needed.

• Other duties or projects as assigned as appropriate to rank and departmental 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 $3,400 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.