Graduate Admissions Coordinator II

The Opportunity:

We are seeking a detailoriented and proactive Graduate Admissions Coordinator II to join our dynamic Department of Chemistry team at UCF. The Graduate Admissions Coordinator II supports recruitment efforts locally and nationally. Additionally processes applications reviews and evaluates credentials and provides customer service. This position provides academic support to the program including assisting and monitoring students academic progress preparing graduate teaching or research assistantship contracts and documenting data for reporting and assessment purposes.

Responsibilities:

Graduate Admissions:

• Serve as the primary point of contact for prospective graduate students providing timely and accurate responses to inquiries and guiding them through the admissions process.

• Proactively manage the preapplication review process by assigning materials to committee members and ensuring timely feedback.

• Oversee committee access and permissions initiating updates as needed to support efficient review workflows. Independently review graduate applications in SLATE to confirm completion and readiness for committee evaluation. Prepare and organize applicant materials for review ensuring alignment with departmental criteria and deadlines.

• Maintain and regularly update the admissions tracking system in Microsoft Teams including applicant rubric scores committee decisions admission statuses and financial award details (assistantships/fellowships). Enter final committee decisions in SLATE and generate formal graduate assistantship offers through the GradInfo Financial system.

• Create and manage applicantspecific rubric folders to ensure clear documentation and accessibility.

• Take a lead role in coordinating Graduate Admissions Committee meetings including scheduling agenda development and followup actions.

• Provide strategic support to the Committee Chair by drafting departmental admission letters preparing graduate fellowship nomination materials communicating policy updates and compiling data for annual assessments program reviews and recruitment initiatives.

PostAdmissions:

• Independently oversee all postadmission processes to ensure a seamless transition for incoming graduate students.

• Lead the planning and execution of department orientation proficiency exams campus and lab tours and student meetandgreet events.

• Proactively schedule and conduct individual enrollment meetings with new students to finalize academic onboarding.

• Take initiative in preparing and submitting internal and external credit hour transfer requests collaborating with Graduate Program and Track Directors to evaluate transcripts assess course equivalencies and ensure compliance with UCF transfer policies.

• Manage the endtoend transfer process by submitting approved requests to the College of Sciences and College of Graduate Studies via eForm for final approval.

• Serve as a primary advisor for new and continuing students leading the development and submission of initial plans of study and plan revisions.

• Ensure all academic planning documents are accurate compliant with university policies and submitted promptly through the eForm system.

• Download and manage annual progress reports as needed and provide highlevel support in addressing graduate student petitions completion plans (5year plans) academic probation strategies dismissals and readmissions.

• Along with the Graduate Program Director review and update of the Chemistry MS/PhD program catalogs and handbooks to reflect current policies procedures and program expectations ensuring alignment with institutional and state guidelines.

• Independently process all graduate student academic forms and petitions ensuring compliance with institutional policies and timely progression toward degree completion. This includes but is not limited to: restricted registrations administrative record changes (e.g. late add/drop) candidacy thesis/dissertation graduate committee forms intent to graduate precertifications exit interviews late fee waiver petitions and graduate faculty/scholar nominations.

• Coordinate official employment and enrollment verifications serving as a key liaison between the department and institutional offices. Lead communication efforts related to thesis and dissertation milestones including posting defense announcements via listserv and ensuring visibility across the graduate community.

• Provide strategic and operational support to key departmental committees.

• Admissions and Curriculum by preparing materials documenting decisions and ensuring timely followthrough on action items.

• Proactively engage with students throughout their academic journey by sending targeted program reminders tracking key deadlines and ensuring alignment with degree requirements.

• Play a leadership role with the Program Director in promoting student success through early intervention and ongoing communication strategies that keep students informed and on track.

Graduate Assistantships:

• Manage the endtoend coordination of graduate student assistantship appointments for Chemistry and nonChemistry graduate students financially supported by the Department of Chemistry.

• Proactively collect and track contract details from faculty advisors via Qualtrics email and Microsoft Teams to generate accurate assistantship awards teaching/research agreements and funding documents each semester.

• Oversee and ensure compliance with Graduate Teaching Associate (GTA) training requirements collaborating closely with GTA Coordinators and the Undergraduate Program Director on strategic GTA/grader assignments proctoring coordination performance monitoring and semester evaluations.

• Lead or support the scheduling and execution of GTA onboarding meetings at the beginning of each term and maintain the GTA assignments Webcourse and teaching qualifications documentation.

• Maintain and regularly update all assistantshiprelated documentation including GTA agreements late/supplemental assistantship forms and teaching qualification records.

• Create and continue to manage centralized GTA and GRA applicant databasesstreamlining recruitment and improving visibility of qualified candidates for faculty reviewers and mentor matching.

• Serve as the primary point of contact for nonChemistry applicants and ensure that GTA/GRA candidate pools are refreshed and maintained each semester.

• Independently manage up to 70 departmental tuition waivers and ensure alignment with appointment terms and funding availability.

• Lead the submission of Workday employment actions (e.g. hires resignations terminations stipend/funding/employment changes) and track HR workflows through consistent updates to the COS HR Teams tracking sheet.

• Download and process graduate agreements for HR compliance and ensure alignment with payroll timelines.

• Regularly update and maintain internal tracking systems including the GTA assignment list within the departmental Course Scheduling tracker in Teams.

• Attend College Partner meetings to stay current on assistantshiprelated policy and procedural changes and ensure departmental practices remain aligned with institutional standards.

Graduate Recruitment:

• Independently manage the departments graduate recruitment strategy and budget ensuring effective use of resources to attract highquality applicants.

• Lead the planning coordination and execution of graduate recruitment eventsboth oncampus and offsiteas determined in collaboration with the Graduate Admissions Committee.

• Represent the department at recruitment fairs and networking events serving as a knowledgeable and approachable point of contact for prospective students.

• Act as the primary liaison between students and faculty coordinating personalized campus visits and faculty advisor meetings to support strong mentormentee connections.

• Maintain and continuously improve the departments recruitment materialsflyers trifolds posters retractable banners giveaways and website contentensuring all materials are up to date visually engaging and aligned with the departments branding and messaging goals.

• Serve as the main contact for prospective student inquiries and proactively follow up after events to sustain interest and increase yield.

• Collaborate with the Graduate Program Director to compile and analyze recruitment data contributing key insights and materials for faculty presentations and longterm strategic planning.

Doctoral Candidacy:

• Lead and oversee the doctoral candidacy process ensuring timely and accurate tracking of candidacy exam outcomes in alignment with institutional deadlines and graduate program requirements.

• Serve as a key resource for faculty and students by coordinating communications providing guidance on candidacy procedures and ensuring that all required notifications are submitted on time.

• Developed and implemented a customized Qualtrics survey to streamline data collection and reporting of candidacy exam results. This tool has enhanced the efficiency and accuracy of tracking outcomes and ensures consistent documentation across the program.

• Proactively monitor student progress toward candidacy and follow up with faculty and program leadership to ensure compliance with deadlines contributing to overall student success and timely advancement to candidacy.

Other Duties/Graduate Reports:

• Serve as the primary point of contact for all graduate program inquiries providing expert guidance to prospective and current students faculty and staff.

• Independently manage and interpret graduate data by accessing institutional systems including Aurora Pegasus Mine Portal GradInfo and PeopleSoft.

• Regularly monitor active student enrollment candidacy progression academic integrity compliance and plans of study. Initiate outreach to students with next steps to ensure timely completion of degree milestones and compliance with program expectations.

• Generate and analyze a wide range of data reportssuch as admissions enrollment trends assistantship allocations demographic metrics and degree milestonesfor departmental leadership faculty and university stakeholders.

• Produce reports to support annual graduate program assessments departmental annual reporting and decisionmaking by the Graduate Program Director and Department Chair.

• Oversee timesensitive academic processes including precertification for graduation intent to graduate reviews and weekly admissions tracking.

• Proactively monitor semesterbased reports such as low grades and nonpayment alerts taking action to coordinate progress review meetings and resolve payment or enrollment issues in collaboration with PostAward Student Accounts and the Graduate Assistantship Office.

• Manage departmental payment forms and serve as the primary liaison for resolving funding discrepancies and ensuring accurate financial support records for graduate students.

• Lead the departments curriculum process by entering tracking and supporting new course proposals and course revisions in the Kuali system.

• Work closely with faculty and the Graduate Curriculum Committee to ensure proposals are complete compliant and submitted on time.

• Consistently take initiative on special projects and other highimpact responsibilities as assigned contributing to the continuous improvement and strategic development of the graduate program.

Minimum Qualifications:

Bachelors or Masters degree and 4 years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information

Preferred Qualifications:

• Previous experience in supporting graduate programs within University of Central Florida.

• Proficient in using Slate PeopleSoft Workday or similar platforms.

• Proficient in using computers and related technology.

• Thorough knowledge of administrative practices of Graduate Studies policies and procedures.

• Excellent communication skills with the ability to adapt communication styles and approaches to meet the unique needs of students from various backgrounds.

• Strong organizational and time management skills with the ability to prioritize tasks effectively in a fastpaced environment while maintaining attention to detail.

Additional Application Materials Required:

Please submit your resume and a cover letter outlining your qualifications and interest in the position.

Special Instructions to the Applicants:

This will be a fully onsite position.

Are you ready to unleash YOUR potential

As a nextgeneration public research university and Forbesranked top employer in Florida we are a community of thinkers doers creators innovators healers and leaders striving to create broader prosperity and help shape a better future. No matter what your role is when you join Knight Nation youll play an integral role at one of the most impactful universities in the country. Youll be met with opportunities to connect and collaborate with talented faculty staff and students across 13 colleges and multiple campuses engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow youll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills and youll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks!UCF offers:

• Benefit packages including Medical Dental Vision Life Insurance Flexible Spending and Employee Assistance Program

• Paid time off including annual and sick time off and paid holidays

• Retirement savings options

• Employee discounts including tickets to many Orlando attractions

• Education assistance

• Flexible work environment

• And moreFor more benefits information view the UCF Employee Benefits Guide.

Dive into our Total Rewards Calculator to discover the diverse selection available to you giving you a glimpse into the benefits that together shape your comprehensive rewards package at UCF.

Unless explicitly stated on the job posting it is UCFs expectation that an employee of UCF will reside in Florida as of the date the employment begins.

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