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Graduate Student Services and Operations Specialist

Apply now Job no: 496586
Work type: Full-time
Location: Oshkosh
Categories: University Staff

Working Title: Graduate Student Services and Operations Specialist
Official Title: University Services Program Associate
Employment Class: University Staff
FTE: 1.0
Compensation: 15.50 to 17.00/hour
Terms of Employment: Continuous
Position Summary: This position has daily contact with prospective and current graduate students, university staff, academic staff, faculty, and administrators. There are three main areas under which this position’s responsibilities lie --- administer services and provide support to 1) prospective and current graduate students’ services, 2) admissions and records operations and, 3) the administrative and curricular activities of the Graduate Council and Graduate Studies.
The Office of Graduate Studies strives to provide efficient services, organized and understandable information, and timely and professional customer service. Regardless of the tasks, the person holding this position must work cooperatively and collegially with everyone s/he interacts. Although tasks and responsibilities may be listed separately, in practice they are highly interrelated and interdependent.
This position works closely with the department's Student Status Examiner and Director of Graduate Services. The Director of Graduate Services is this position’s direct supervisor and the Director will provide formal supervision and performance evaluations. In the future, this position may provide more direct administrative support to a Dean or other senior administrator of Graduate Studies.

45% Prospective and Current Student Support and Services

• Coordinate the final review, format, and publication of all graduate dissertation, thesis, field project (D/T/FP), or other culminating research manuscripts. Carry out on-going research, planning, and implementation of changed or new procedures that effectively use digital/electronic platform(s) and shared database environment(s).

• Administer the graduate assistantship (GA) program and budget. Carry out on-going research, planning, and implementation of changed or new procedures that re-engineer the application, appointment, hiring, and monitoring processes to be more online/digital.

• Administer the Advanced Opportunity Program (AOP) grant and budget. Carry out on-going research, planning, and implementation of changed or new procedures that effectively use digital/electronic platform(s) and shared database environment(s). Ensure compliance with University of Wisconsin System, Financial Aid, and Student Financial Services requirements and guidelines for AOP.

• Administer the Student Titan Employment Program (STEP) and budget. Carry out on-going research, planning, and implementation of changed or new procedures that effectively use digital/electronic platform(s) and shared database environment(s).  Ensure compliance with University requirements and guidelines for STEP.

• Coordinate activities and administrative support for honors and awards specific to graduate students, graduate faculty, and graduate studies in general.


45% Admissions and Records Operations

• Be the co-primary contact for inquiries, requests, etc. for the Graduate Studies Office. Handle prospective student inquiries and requests of domestic and international students.

• Aid with processing and activities related to inquiries, requests, prospective student generation, applications and admissions flow, and student record maintenance.

• Coordinate, develop, and deploy the functionalities of the Constant Contact communication/marketing system (in the future this will be SalesForce Marketing Cloud) to share, promote, and collect information for prospective, new or current students. Extract and organize data and information from Constant Contact to analyze, distribute, report, and use to improve the utilization of the system.

• Co-monitor and -manage the Graduate Studies Office email account


10% Graduate Council Administrative and Curricular Activities

• Fulfill administrative support to the Graduate Council, Chair of the Graduate Council, Graduate Council Executive Committee, Graduate Dean or other senior administrators, or the Director of Graduate Services.

• Facilitate the graduate curriculum approval and review processes between the Graduate Studies Office and any areas engaged in curricular matters at the graduate level. Carry out on-going research, planning, and implementation of changed or new procedures that effectively use digital/electronic platform(s) and shared database environment(s).

• Coordinate the collection of information and maintain the database of graduate faculty and graduate instructional academic staff.

• Perform research, information gathering, or data analysis when directed, for the groups or individuals involved in graduate studies matters.


Essential Competencies

• Interacting professionally, courteously, and interpersonally, maintaining positive working relationships with graduate program coordinators, staff, and students.

• Maintaining confidentiality and observing all applicable University, UW System, state, and federal policies and regulations that protect the privacy of all student record data.

• Working for extended periods at a desk and/or desktop computer.

• Managing multiple tasks and organizing work effectively to meet multiple and impending deadlines. This includes balancing answering phones, managing email, working on a desktop computer, handling walk-in customers, and otherwise coping with distractions.

• Maintaining an even temperament when subject to on-going interruptions.

• Adjusting work schedule with department colleagues as workload and vacations warrant.

  • Experience using the PeopleSoft Student Information System or other similar relational record databases.
  • History of positive student support or customer service experience.
  • Intermediate to advanced proficiency with MSWord and Excel.
  • Intermediate to advanced proficiency with Google Apps for email, calendar, and shared drive functions.
  • Capacity to learn new or changed processes, or software applications quickly.
  • Knowledge of or capacity to review and edit manuscripts based on research writing styles (APA, MLA, ASM, Chicago, etc.).
  • Write grammatically-sound correspondence/emails and speak and convey thoughts clearly.
  • Experience with or the capacity to understand and work within an organizational setting or bureaucracy; a background in a higher education organization(s) helpful.
  • Experience working with departmental budgets; university/higher education budgets experience helpful.
  • Knowledge of University of Wisconsin System policies and procedures helpful.
  • Familiar with or have used ImageNow or other optical document storage system.
  • Familiar with Microsoft OneDrive and Office 365 suite.
  • Working knowledge of interacting with common social media platforms such as Facebook and Twitter.
  • A bachelor’s degree.
To Apply:

Applicants must submit the following documents using the online application:

  • Cover letter
  • Resume
  • Contact information for three references

UWO is committed to building a culturally diverse employee workforce and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

Due to budget constraints, we are unable to reimburse candidate finalists for any travel, lodging, meals, or other costs associated with participating in the on-campus interview(s).

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by December 17, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.


Advertised: Central Standard Time
Applications close:

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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a review of criminal records, reference checks, and verification of education.

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