Graduate School Assistant
Job Title: Graduate School Assistant
Classification: C5
Department: The Graduate School
Updated: September 2024
Job Summary
Acts as the primary administrative assistant to the Vice Provost (VP) of the Graduate School, performing non-routine office functions which substantially contribute to the unit’s or division’s objectives.
Essential Functions
- Coordinate Administrative Activities: Oversee the operations and activities of the Graduate School, including liaising with internal and external contacts and preparing necessary meeting materials and reports.
- Project and Program Management: Lead and manage projects and programs initiated by the VP or Appointing Officer, including planning, data analysis, and report preparation.
- Cross-Departmental Communication: Coordinate with multiple departments, the Provost Office, and university units regarding Graduate Council meetings, GA contracts, graduate program reviews, and external reviewer site visits.
- Graduate Assistantship Oversight: Manage the Graduate Assistantship and Special Projects Graduate Assistant programs, including reviewing job requisitions, contracts, and student eligibility.
- Confidential Administrative Support: Provide confidential support to the VP, including program and curriculum development, Graduate Council work, and Research Integrity Officer activities.
- Communication and Documentation: Prepare, write, edit, and submit internal and external communications, including reports, manuals, and event materials.
- Budget Management: Maintain and analyze budgetary records using Workday, perform bookkeeping tasks, monitor expenses, and prepare budget statements for the Graduate School, Presidential Research Grant, and Academic Conference Fund.
- Responsible for the VP’s calendar, both internal and external university activities.
- Acts as a liaison for The Graduate School in situations outlined by the VP or Appointing Officers, including, but not limited to, graduate program review, Special Projects Graduate Assistants, graduate assistantship program, new graduate faculty luncheons, the Downtown (space) Support Group.
- Graduate Council Coordination: Support the Graduate Council by scheduling meetings, taking minutes, supporting program reviews, and managing documents and contracts.
- Program and Event Coordination: Organize and manage events and programs such as the Graduate Showcase, new graduate faculty luncheons, and the Graduate School Citation Awards for Excellence.
- Supervision and Liaison: Supervise student workers, oversee the Graduate Student Association's budget and activities, and act as a liaison for external surveys and departmental purchases.
Non-Essential Functions
Not Applicable
Required Qualifications
- High school graduate or equivalent.
- Minimum of five 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 in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Ability to 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
- Bachelor's degree
- Higher education experience
- Familiarity/experience with graduate education
- Supervisory experience
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.