Overview:
The College of Arts & Sciences at Utah State University invites applications for a Graduate Program Coordinator I or II to support and enhance our dynamic graduate programs for the departments of Physics and History, Cultures & Ideas. This role is ideal for an organized, student-focused professional who thrives in a collaborative academic environment and is passionate about supporting graduate student success.
The Graduate Program Coordinator I provides administrative and program support for graduate programs within a college or department. Under general supervision, this position serves as a primary advisor and key point of contact for prospective and current graduate students. Provides guidance on academic planning, enrollment, and institutional policies. Delivers support while interpreting complex requirements related to registration, degree progress, and graduation. Assists with scheduling and communication with students and faculty. Work includes routine, procedural tasks that support smooth daily operations of graduate programs.
Responsibilities:
Student Communication & Advising (50% of time)
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Serve as the primary advisor and point of contact for prospective and current graduate students, independently addressing complex academic, enrollment, and policy-related issues.
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Respond to student questions accurately, professionally, and promptly; refer to appropriate campus resources.
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Provide high-level academic advising and guidance regarding registration, degree planning, graduate forms, deadlines, and graduation requirements, exercising discretion in student-specific guidance.
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Conduct annual individualized progress reviews to assess academic standing, identify barriers, and develop support strategies.
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Interpret and apply academic, financial, and enrollment policies to individual student circumstances while ensuring FERPA compliance and confidentiality.
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Evaluate student needs and implement proactive, student-centered solutions to support persistence and timely degree completion.
Admissions, Recruitment & Events (30% of time)
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Coordinate graduate admissions workflows, including application review coordination, student evaluation processes, and admissions decision tracking. Maintain the process, making sure everyone is on track, deadlines are met, and information flows correctly.
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Serve as a key communicator with applicants and admitted students, providing professional guidance throughout the admissions process.
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Strategically plan and lead recruitment and yield initiatives, including in-person and virtual events, orientations, and admitted-student outreach.
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Develop, maintain, and enhance program communications, marketing content, and promotional material to support enrollment goals.
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Lead new student orientation and major program events using independent judgement in planning, content development, and execution.
Academic Progress & Student Records (10% of time)
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Oversee the comprehensive tracking of student academic progress through degree completion while coordinating the planning, logistics, and execution of commencement ceremonies.
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Maintain authoritative student records and databases, ensuring accuracy, compliance, and data integrity.
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Collect, analyze, and interpret student and program data to inform assessment, reporting, and continuous improvement areas.
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Collaborate with faculty to coordinate advising assignments, clarify policies, and resolve academic concerns.
Program Administration & Policy (10% of time)
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Interpret and apply Graduate School and departmental policies to routine cases.
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Ensure program websites, handbooks, procedural guides, and internal documentation are current, accurate, and aligned with institutional standards.
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Assist in monitoring program budgets, scholarships, and graduate assistantship records.
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Support coordination of faculty meetings, retreats, or program initiatives.
Relational Support
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Build positive relationships with students and faculty, fostering a supportive and inclusive environment.
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Respond to inquiries with professionalism, empathy, and solution-oriented communication.
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Promote program engagement by assisting with student events and communication strategies.
Accountabilities
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Accuracy of data entry and record maintenance.
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Timely communication and support for students and faculty.
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Compliance with departmental and Graduate School procedures.
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Participate in GPC meetings and trainings, contributing to the continous improvement of graduate program coordination across the college.
Authorities
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Authorized to provide routine program information and process standard forms with oversight.
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Recommend procedural improvments to department leadership.
Qualifications:
Minimum Qualifications
Level I
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Bachelor’s degree or equivalent combination of education and experience
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Up to one (1) year of relevant experience in an administrative or academic setting
Level II
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Bachelor’s degree or equivalent combination of education and experience
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Three (3) years of relevant work experience
Preferred Qualifications
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Experience with USU systems
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Experience with Salesforce
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Proficient with Microsoft Office Suite
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Experience in a public-facing or customer service role.
Knowledge, Skills and Abilities
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Basic understanding of university administrative processes.
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Skill in Microsoft Office/ Google Workspace.
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Effective written and verbal communication.
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High attention to detail and confidentiality.
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Willingness to learn academic policy and systems.
Required Documents:
Along with the online application, please attach:
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Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
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Contact information for three (3) Professional References to be entered at the beginning of your application in the Candidate Profile
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Cover letter to be typed/pasted at the end of your application
**Document size may not exceed 10 MB.**
Advertised Salary: Starting at $43,000 based on experience ADA:
Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.
University Highlights:
Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local, regional, and global communities. USU prepares students to be active, civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education, USU remains a leader in research, discovery, and public impact.
USU enrolls over 29,800 students, both online and in person at locations throughout the state. Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. USU educates students from all 50 states and more than 80 countries. For over 100 years, USU Extension has served and engaged Utahns, serving every county in the state.
Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by recent Mountain West regular-season and tournament championships in women’s volleyball, three consecutive Mountain West tournament titles in women’s soccer conference championships, and a first-ever conference championship for gymnastics, reflecting USU's commitment to perseverance and achievement.
Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported and where diversity of thought and culture are cultivated. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU.
The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and a reasonable accommodation for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or [email protected].
Notice of Non-discrimination:
In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.
Utah State University is an equal opportunity employer and does not discriminate or tolerate discrimination including harassment in employment including in hiring, promotion, transfer, or termination based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy or any other federal, state, or local law.
Utah State University does not discriminate in its housing offerings and will treat all persons fairly and equally without regard to race, color, religion, sex, familial status, disability, national origin, source of income, sexual orientation, or gender identity. Additionally, the University endeavors to provide reasonable accommodations when necessary and to ensure equal access to qualified persons with disabilities.
In all circumstances, Utah State University follows state and federal laws related to sex-segregated spaces.
The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:
Matthew Pinner
Executive Director
Civil Rights & Title IX Office
435-797-1266 | Old Main Rm. 401D
1475 Old Main Hill, Logan, UT 84322
Cody Carmichael
Title IX Coordinator
435-797-1266 | Old Main Rm. 402D
1475 Old Main Hill, Logan, UT 84322
For further information regarding non-discrimination, please visit crtix.usu.edu or contact:
U.S. Department of Education
Denver Regional Office
U.S. Department of Education
Office of Assistant Secretary for Civil Rights
