Position Summary
Responsibilities of the Position
30% Graduate Program Coordination
- Provides administrative, logistical, and academic-process support to the CMSE Graduate Director, including coordinating program activities, preparing reports, managing student records, and facilitating communication with students and faculty
- Coordinates the general office operations of the CMSE graduate program including, maintaining department files related to the graduate program
- Coordinates and disseminates reports and records related to the CMSE Graduate Program
- Coordinates and attends meetings with faculty, graduate students, Deans, and Graduate School
- Provides guidance for current graduate students regarding required paperwork
- Coordinates graduate student orientation program
- Coordinates graduate student recruitment weekend
- Coordinates the CMSE Certificate program
65% Graduate Program Clerical Support
- Maintains graduate student program files and graduate student records, spreadsheets, and CMSE database
- Handles graduate student degree audits and degree conferrals
- Processes CMSE Certificates (applications, approvals, course verifications, and conferrals)
- Processes CMSE Dual Major requests (applications, approvals, and conferrals)
- Assists with graduate course room scheduling, maintenance, and conflicts
- Processes graduate student grade changes, overrides, enrollments and transfer credits
- Provides guidance regarding University, Department and Graduate School policies
- Communicates with graduate student alumni
- Processes, monitors, and submits admissions reports to Graduate Directors
- Maintains department graduate program handbook
- Assists graduate students regarding conference attendance, travel processing and reimbursements
- Uses Microsoft Office Suite, Slate, Campus Solutions, GradInfo, StuInfo, and RO forms to complete program support tasks
- Prepares materials and assists with CMSE graduate student admissions, acceptance and recruitment packages
- Processes Graduate Assistantships, Fellowships, Hires (including summer hourly), I9’s, Cost Redistributions, Pay Changes, and Termination
5% Clerical Support/Other Duties as Assigned
- Assists in maintaining various department meeting space calendars and room scheduling
- Works with domestic and international graduate students and possible graduate recruits
- Performs other duties as required or assigned, which are reasonably within the scope of the duties in this job classification
Minimum Requirements
Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate's degree in business, education, higher education, psychology, business or a related field which corresponds to the area of employment; one to three years of related and progressively more responsible or expansive work experience in university/college/academic admissions or related administrative position; or an equivalent combination of education and experience.
Desired Qualifications
2+ years’ experience with supporting a Graduate Student Program; bachelor’s degree in business, education, higher education, psychology, or related field.
- Knowledge of university academic policies, Graduate School requirements, Registrar procedures, and college-level guidelines related to graduate education, degree progress, and academic records
- Knowledge of graduate admissions processes, academic systems, and compliance requirements, including confidentiality standards (FERPA) and international student considerations
- Ability to accurately create, maintain, and audit graduate program files, student records, admissions data, and degree documentation, ensuring consistency, accuracy, and compliance
- Skilled in planning, organizing, and managing multiple deadlines, especially across admissions cycles, degree audits, assistantship processing, and recruitment events
- Ability to exercise independent judgment when interpreting academic policies, responding to student and faculty inquiries, and reviewing requirements with guidance from the Graduate Director or Administrative Business Manager
- Strong critical thinking, problem-solving, and fact-finding skills to resolve issues related to student records, eligibility, scheduling, and academic progression
- Ability to communicate clearly, tactfully, and professionally—both orally and in writing—when interacting with faculty, staff, graduate students, prospective students, and campus partners
- Ability to coordinate and support graduate program events, including orientation, recruitment events, meetings, and student activities
- Ability to build and maintain collaborative relationships with faculty, program directors, departmental staff, unit business manager, and units across the Colleges of Natural Science and Engineering
- Ability to prioritize tasks and work proactively as a self-starter with minimal supervision, anticipating program needs and maintaining smooth academic operations throughout the graduate student lifecycle
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Required Application Materials
A complete application will consist of the following:
- Cover letter
- Resume
- Names and contact information for three professional references
Special Instructions
Work Hours
STANDARD 8-5PM; This position has the flexibility for remote work one day per week as mutually agreed upon with supervisor and based on departmental needs.
Work Hours
STANDARD 8-5
Website
https://cmse.msu.edu/
Bidding Eligibility ends January 13, 2026 at 11:55 PM
