Graduate Program Coordinator

About the Role

The Graduate Program Coordinator provides administrative support for three MFA programs in Creative Writing, in Film, and in Television Writing at the Manhattan Center. The role involves coordinating graduate admissions and recruiting, supporting program directors, faculty, and current students, tracking students through degree completion, and managing on-site events and logistics.

Key Responsibilities

• Graduate Recruitment and Admissions

• Assist Admissions Committees and MFA Directors with recruiting and admitting new students.

• Work with MFA Directors and Marketing & Communications to place and monitor marketing campaigns and report on results.

• Coordinate recruiting events including open houses, information sessions, and virtual activities.

• Track submission materials, confirm status with committees, compile files, and update the Graduate School on new admits, declines, and deferrals.

• Communicate with applicants, admitted students, students on leave, and deferrals, and respond to queries.

• Capture and track data from inquiries and communications in compliance with Graduate School guidelines.

• Track Graduate Assistant lines awarded, Graduate Tuition scholarships, and all other scholarships and awards.

• Serve as the primary liaison between the graduate programs and the Graduate School.

• Develop expertise in PeopleSoft and SBU Reporting.

• Graduate Academics

• Track and advise current students on their progress through degree requirements.

• Assist with class scheduling, running scheduling reports, monitoring course enrollment, and processing permissions.

• Advise students on registration issues, academic policies, leaves-of-absence, and change-of-status forms, including impacts on funding.

• Advise program directors and faculty on student eligibility for TA appointments and additional compensation; troubleshoot GTA contract issues.

• Collaborate with Human Resources to initiate and manage electronic documentation and appointments for eligible students using systems like Docusign, WolfieOne, or other programs.

• Consult with Program Directors regarding student status, ensuring assignments, stipend amounts, Graduate Tuition Scholarships (GTS), and course underloads are reported in a timely manner.

• Coordinate thesis committee formation, milestone documentation, and scheduling of thesis presentations and film screenings.

• Coordinate degree clearances for CWL, FLM, and TVW graduates; maintain student records; resolve grade discrepancies and transcript issues.

• Monitor Graduate Assistants (GAs), conduct check-ins, and maintain communication with faculty responsible for GA assignments.

• Schedule GAs for bullpen shifts and any other off-hours coverage as needed.

• Faculty and Office Support

• Provide administrative support to department senior leadership and other assigned faculty and staff.

• Serve as the initial point of contact for the Manhattan Center community.

• Contribute to the ongoing development of center, program, and office documentation and materials.

• Assist with Manhattan Center room assignments and classroom reservations; maintain the classroom calendar.

• Reset and prepare classrooms between sessions.

• Assist with new faculty orientations.

• Provide teaching resource support: troubleshoot classroom technology issues and coordinate coverage.

• Collect syllabi each semester and maintain organized archives.

• Manage faculty office hours scheduling.

• Support travel arrangements for TAs.

• Manage distribution and maintain records for TA travel.

• Assist students and faculty with film permits and certificates of insurance.

• Assist Manhattan Center Director with procurement.

• Maintain and update program websites.

• Liaise with university administrative offices as needed.

• Event Management

• Organize on-site and off-site events including film screenings, literary launches, MFA Open Houses, Master Classes, Speaker Series, Script Readings, Showcase, Thesis Presentations, Orientations, and Graduation celebrations.

• Manage promotions, catering, technology setup, and logistics for events.

• Coordinate event materials including posters and programs; manage guest lists and vendor relationships.

• For off-site events, assist with venue selection, contracts, and logistics.

• Assist in managing participants and guest lists, coordinating speakers, overseeing reception, and handling setup and breakdown.

Requirements & Tech Stack

• Proficiency with Microsoft Office and Google Workspace applications.
• Experience with any of the following campus systems: Slate, PeopleSoft, DegreeWorks, Navigate, SBU Reporting, Concur, Zoom, Modern Campus CMS, Canva.
• Experience with website content management systems.
• Experience with event planning, logistics coordination, or AV/technology support.
• Experience managing delegated email inboxes and composing clear, timely responses.

Qualifications

• Bachelor's Degree (foreign equivalent or higher).
• Two (2) years of full-time administrative experience in a college or university setting.
• Master's Degree (foreign equivalent or higher) - Preferred.
• Three (3) or more years of full-time administrative experience working with graduate and/or undergraduate students and faculty in a university setting - Preferred.
• Demonstrated experience supporting graduate admissions, student services, or academic program coordination - Preferred.
• Familiarity with graduate arts programs, MFA programs, or other graduate-level academic environments - Preferred.
• Evidence of tracking progress using multiple data sets and systems with adherence to governing policies.
• Knowledge of SUNY Graduate School policies and procedures, including GTA contracts and funding packages - Preferred.
• Experience supervising Graduate Assistants or Teaching Assistants - Preferred.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively.
• Demonstrated comfort with university administrative systems and technology.
• Methodically managing multiple priorities and deadlines in a fast-paced environment with attention to detail.
• Flexibility in supporting underlying academic programs.

This is a full-time appointment. FLSA Non Exempt position, eligible for overtime provisions. This position is eligible for $4,000 UUP annual location pay, paid biweekly. For this position, we are unable to sponsor candidates for work visas. Evening and weekend work will be required at times.