POSITION IDENTIFICATION
TITLE Operations Administrator for Graduate College
CLASSIFICATION NUMBER 4058
GRADE 43
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Associate Provost and Dean, Graduate College
GENERAL FUNCTION
The Operations Administrator for the Graduate College coordinates all aspects of graduate processes, including, but not limited to perform budgeting and financial record keeping as well as developing/maintaining databases, statistical trend analysis, resolving student problems, and monitoring student matriculation in the daily operation of the Graduate College. This position is also responsible for maintaining and revising Graduate College publications and web pages and works collaboratively with the Dean and Associate Dean of the Graduate College to provide support and managerial assistance in the implementation of various operational functions within the Graduate College office.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor’s degree is required; a Master’s degree is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: With a Bachelor’s degree, at least five years of experience in responsible positions in higher education organizing and managing projects and/or activities is required. With a Master’s degree, at least two years of experience in responsible positions in higher education organizing and managing projects and/or activities is required. Experience working in graduate education is preferred.
Skills: Strong oral and written communication skills, excellent interpersonal and organizational skills are required. Documented proficient computer skills including experience in word processing, spreadsheets, and database management is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Experience with statistical analysis software is preferred. Familiarity with Banner system is preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Manages and oversees the day-to-day administrative function of the Graduate College office.2. Helps to ensure the achievement of the mission of the University by assisting the Dean of the Graduate College, the Budget and Financial Manager of the Provost Office, colleges, and academic departments.
3. Assures the utilization of available techniques, technologies, and accurate methodology to assist with budgeting, budget reporting, resource allocation, and budget control.
4. Oversees monthly review process of Graduate College budgets and report anomalies to the Dean of the Graduate College, and the Budget and Financial Manager of the Provost Office.
5. Oversee the Graduate College cost center budgets including authorization to process payment requests, requisitions, expenditures, and transfers.
6. Prepares and reviews travel expense reports for accuracy and adherence to policy.
7. Provides leadership to faculty evaluation committees and administers all internal grants by coordinating budgeting and record keeping for faculty research grants, summer faculty fellowships, international travel grants, thesis and non-thesis funding, as well as student travel funding.
8. Assists with administrative functions within the college by developing and maintaining various databases used to compile, analyze, and report historical data regarding graduate student enrollment, degree completion, internal grants, funding awards, fellowships, and other records of functions administered by the Graduate College.
9. Provides support for graduate programs administered by the Graduate College.
10. Assists the Dean in monitoring student academic progress, including adherence to grade requirements.
11. Oversees the file retention and management system for the Graduate College.
12. Oversees the English Language Proficiency Exam process and prepares the biennial report to MDHE on behalf of the Provost and Dean of the Graduate College.
13. Works in cooperation with all colleges, the Provost’s Office, all Administrative units, including college deans, academic and administrative department heads, faculty, staff, and students to assist with graduate programs and certificates.
14. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
15. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Associate Provost and Dean of the Graduate College.
16. Helps to ensure the success of the Graduate College by performing all other duties as assigned.
SUPERVISION
The Operations Administrator for the Graduate College supervises student employees, graduate assistants, part-time employees, and one or more full-time employees.
OFFICE OF HUMAN RESOURCES
REVISED NOVEMBER 2023