Graduate Program Coordinator

The Department of Economics in the College and Graduate School of Arts and Sciences seeks a Graduate Program Coordinator. The position serves as the intermediate administrative coordinator to the Director of Graduate Studies (DGS) and reports to the Department Finance and Administration Manager (DFAM). The position will perform a wide variety of functions to support and maintain the Economics Graduate Studies Program. The position also works closely and collaborates with staff within the Graduate School of Arts and Sciences (GSAS). Responsibilities include, but may not be limited to:

Graduate Program Support
Admissions

• Assist with the graduate studies admissions process from recruitment to acceptance via Slate, the admissions database.

• Work in tandem with the Director of Graduate Studies and Director of Admissions to maintain admissions updates within Slate.

• Correspond with admitted students regarding their acceptance and on-boarding.

• Serve as an information and referral source for perspective students, responding to all student inquiries via email or phone.

• Assist DGS with the organization and planning of the new student orientation program annually.

General Administration

• Accurately maintain graduate student records, performing regular audits, to verify student status as it relates to degree eligibility and confirmation.

• Verify and approve applications for PhD and MA graduation.

• Accurately maintain all graduate student files.

• Complete data entry of graduate student milestones, academic requirements, and academic exceptions, within SIS.

• Maintain accurate and timely information on the Economics graduate website.

• Assist in the administration of graduate student comprehensive examinations.

• Maintain the graduate student email lists.

• Assist the DGS in managing capstone/milestone events for the graduate program, including: core examinations, second year papers, dissertation proposals and dissertation defenses.

• Manage graduate student event planning processes, at the request of the DGS, and work with graduate students to assist in planning group activities (end-of-year event, holiday party, other ad-hoc events).

Graduate Job Market Support

• Assist the Job Market Placement Director.

• Schedule annual placement meetings and visits from interviewers.

• Gather data and prepare placement packets for large uploads.

• Maintain accurate data on employer mailing lists.

• Coordinate emails and upload faculty recommendation letters for job candidates.

• Update departmental website, to include information for current job market candidates.

Graduate Program Funding Administration

• Assist the DGS in maintaining the Economics graduate program dashboard for student aid and compensation, within Smartsheet.

• Accurately enter graduate student financial aid packages into SAFM, using information found on the dashboard.

• Reconcile SAFM graduate funding entries, monitoring tuition assistance, fellowships, and other financial aid, using reporting in UVA Qliksense.

• Ensure that student funding and awards follow policy and are entered correctly.

• Maintain internal graduate awards budget spreadsheet for the DGS, so that an optimal mix of designated funding is used appropriately, while staying within

• budgetary constraints.

• Ensure that graduate student course loads satisfy tuition assistance requirements.

• Inform the DGS and GSAS of any student funding issues.

• Communicate effectively with multiple departments and schools to administer funding.

• Attend monthly SAFM meetings to stay informed of system updates.

Graduate Program HR and Payroll Administration

• Responsible for all graduate student human resources and payroll functions.

• Accurately hire all Graduate Teaching Assistants (GTAs), Graduate Research Assistants (GRAs) and hourly student wage employees within UVA Workday.

• Ensure to include the correct pay amount and payroll costing worktag information within the comments section, when processing hires.

• Alert DFAM of any issues that may arise.

• Monitor payroll activities and work with the DFAM to process payroll accounting adjustments, if necessary.

• Update internal Graduate Research Assistant request form annually.

• Provide advisement to faculty wishing to hire a Full Time GRA, updating them of the associated costs and protocol.

Minimum Requirements
Education: High School Diploma
Experience: Six years of experience. Bachelor's degree may substitute for experience.

Preferred Requirements

• Experience working with students in an advising and/or academic administrative support role.

• Experience with managing student funding.

• Experience working within the UVA Student Information System (SIS), University Business Intelligence (UBI), University Qliksense Reporting, Slate, Collab, and Workday platforms.

• Experience interpreting and applying policy and procedures.

• Ability to build and foster professional relationships.

• Experience updating and maintaining webpages and social media platforms.

• Be a self-starter who can work independently on a variety of tasks, while balancing competing priorities.

• Have high attention to detail, and the ability to interpret, apply, and communicate policy and procedure at a level appropriate to the intended audience.

Application Instructions: Apply Now. Internal applicants must apply through their UVA Workday profile, search Find Jobs and then R0073280. Complete an application online and include the following documents:

• A CV/resume

• A cover letter

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Incomplete applications will not be considered.

For questions about the application process, please contact Margaret Weeks, Academic Recruiter. Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy.

This position cannot offer visa sponsorship.

Physical Demands
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.