Graduate Program Manager

Job Description - Graduate Program Manager (2403640)

Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Three (3) years of full-time administrative experience in an academic or professional setting. Experience in supervising professional staff. Experience handling confidential materials. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...)

Preferred Qualifications:
Master’s Degree (foreign equivalent or higher) in School Counseling/Advising, Higher Education Administration, or similar field. Experience in academic advising and conflict resolution. Knowledge of campus systems and applications such as SLATE, PeopleSoft, SBU Reporting, SOLAR, Google Apps, AccessVIS, or Microsoft O365. Experience in data analysis (i.e., creation of survey forms and data collection, advanced spreadsheet skills, generation and analysis of reports, identifying trends, and projecting future trends). Experience coordinating special events (i.e., orientations and open houses). Experience managing finances and budgets.

Brief Description of Duties:
The Graduate Program Manager plays a crucial leadership role in overseeing and strategically managing the graduate program for the Department of Computer Science. This position works under the general direction of the Graduate Program Director and the administrative supervision of the Department Administrator. It involves high-level oversight, policy development, and strategic planning. The Graduate Program Manager serves as a resource for students, faculty, and staff for the entire range of graduate program activities: engaging with prospective students, managing graduate admissions, appointing students to TA/GA positions, managing internal and external fellowship programs, providing academic advising/academic progress review, interpreting program and university policies, regulations, and requirements, evaluating and monitoring student progress and fulfillment of degree requirements, and liaising with other university units on matters pertaining to the graduate programs.

The incumbent must possess experience working with a variety of individuals with broad educational, cultural, and language backgrounds and the ability to work collaboratively and efficiently in a highly computerized, high-volume, fast-paced, team-oriented environment.

The selected candidate will be responsible for the following:

• Administrative Management :
  • Develop and implement in collaboration with the Graduate Program Committee, academic program policies and procedures within the department, ensuring alignment with graduate student needs and program objectives. Provide direct support and meet regularly with the Graduate Program Director and Admissions Committees.
  • Ensure accurate and complete program and student records with adherence to FERPA regulations.
  • Using data-driven methods, manage graduate student caseloads and ensure proactive communication to support timely enrollment, degree progress, and transitions between programs (e.g., MS to PhD).
  • Manage all aspects of the department's graduate administrative matters, such as student appointments (TA/GA/RA), fellowship tracking (e.g., GAANN), etc. Collaborate with the Departmental Administrator to ensure timely and correct payroll processes. Responsible for maintaining accurate student payment records and remaining within appropriate budget allocations.
  • Manage the affiliation and coordination with SUNY Korea and other international graduate programs.
  • Manage graduate admissions under the direction of the Director of Graduate Admissions, including the coordination of application deadlines, deferrals, international students and visa issues, program changes, application exceptions, GCF/Turner/other fellowship nominations.
  • Manage the Graduate Tuition Scholarship roster, external and internal fellowship appointments, fellowship accounts tracking, and for-credit TA assignments.
  • Collaborate with the Graduate Program Director with enrollment management, which includes tracking enrollments and demands dynamically, proposing resource changes (classroom changes, TA needs), and tracking student compliance with assigned course plans.
  • Assist in tracking graduate students with special enrollment requirements (e.g., MS proficiencies, BS-MS seats, PhD students asked to take certain courses/seminars), often early each semester during the registration period.
  • Coordinate and attend special events, such as orientations, open houses, etc.
  • Coordinate Academic Dishonesty Procedures and track cases.
  • Track, coordinate, and assist the Grad Program Director with probation cases.
• Supervision :
  • Responsible for the supervision of the Graduate Program Coordinator and the Graduate Admissions Coordinator who serve as primary liaisons to the Graduate School, Registrar, and Visa and Immigration Services.
  • Provide necessary training and development opportunities in order to maintain high standards and professional growth. Supervise employee performance and evaluation including performance programs, evaluations, disciplinary actions, hiring/termination decisions.
  • Serve as a resource to other staff, providing guidance on program coordination and innovation. Develop and implement ongoing training to support professional development.
• Registration/Scheduling :
  • Create, implement and oversee department registration and scheduling procedures.
  • Coordinate Fall/Winter/Spring/Summer session graduate classes and tentative year-in-advance scheduling. Capture registrar-assigned rooms, course, and instructor information in the system. Provide resolution to course conflicts, enter master scheduling of courses online, add sections and manage rescheduling as needed, monitor add/drop and section changes, place reserves and waitlists as appropriate, and perform prerequisite screening. Contact other academic departments to avoid scheduling conflicts in recommended course sequences.
  • Develop and prepare data for all course and section analysis. Critically analyze program course offerings and demand, ensuring sufficient sections and seats are available to support timely degree completion.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Job Number:

2403640

Official Job Title: Senior Staff Assistant

Job Field:

Administrative & Professional (non-Clinical)