Job Title: Graduate School Assistant
Department: The Graduate School
Classification: C4
Updated: January 2019

Job Summary

Provide administrative and clerical support for the CLAS Dean’s Office which includes planning, coordination, and implementation of projects, events and services.  

Essential Functions

• Assist Dean and Associate Dean of The Graduate School in carrying out the office operation responsibilities.
• Perform administrative work of a confidential nature for the Dean and Associate Dean.
• Responsible for specific projects/programs whether self-initiated or initiated by The Graduate School which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
• Monitor completion of Responsible Conduct of Research Training for graduate students; formatting and communicating approvals with the Registrar’s Office, regularly notifying students who have not met requirements, and assisting students, faculty and staff with navigating the online system and program-specific requirements.
• Provide creative and strategic direction for all communication efforts related to graduate education. Responsible for the creation and updating of department publications.
• With the Associate Dean of The Graduate School, coordinate the PACES program which includes developing workshop content and coordinating logistics, website updates and registration, and providing overall event coordination.
• Compile and logically format enrollment data and reports.
• Maintain, process, and manipulate data on a personal computer using word processing, database, and spreadsheet software.
• Coordinate special events and functions, including New Graduate Student Orientation, the Graduate Student Celebration, and the annual Graduate Showcase event.
• Develop, prepare, and/or compose responses to correspondence requiring research, judgment, and discretion; routinely write, edit, and submit materials for internal/external communication.
• Conduct on a recurring basis self-initiated or unit head projects and prepare reports.
• Act with a high degree of independence as a liaison with inside and outside contacts and in all support functions related to department. Represent The Graduate School at recruitment events such as GradFest, the Majors Fair, GVSU Graduate School Fair, and external Graduate School Fairs.
• Act as a point of contact for all graduate student issues, ensuring compliance with graduate policies and procedures and fielding questions regarding policies.
• Provide content management and strategic direction of web-based communications and social media sites (Facebook, LinkedIn, Pinterest, etc.).
• Design, create content, and coordinate the release of Monthly E-Newsletter to graduate faculty, students, and related staff.
• Manage the release of student news and success stories to The Graduate School publications as well as to graduate program and university-wide publications. Lead the development of graduate education story bank for use in communication tactics.
• Coordinate with University Communications and various academic departments the revision of all academic/informational brochures used for recruitment purposes.
• Facilitate the Graduate Dean’s Citation awards and Graduate Student Celebration program, including nomination process, manages awards and correspondence with student and faculty. Provides update to University Communication and Registrar’s Office notations for academic records.
• Maintain the database of Graduate Faculty, facilitate the renewal and approval process for faculty, and publish an official listing of all approved faculty.
• Review final thesis and dissertation documents for compliance with university policies, monitoring continuous enrollment requirements, and coordinate the approval and dissemination of all final documents.
• Assist with the Coordination of Midwest Association of Graduate Schools Thesis competitions (Outstanding Master’s Thesis Award and 3-minute Thesis Award).
• Administrate the Michigan Intercollegiate Graduate Studies (MIGS) Program and coordinate requests with the Registrar’s Office.
• Hire, train, supervise, and approve Ultratime hours for student employees.
• Coordinate graduate assistant search processes.
• Process various university forms related to graduate education.
• Maintain schedule of department activities and survey timeline.
• Review and approval of Non-Degree Graduate Applications.

Non-Essential Functions

Not Applicable

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

Not Applicable

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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